Much has been talked and written about the employers legal responsibilities under the OHS acts and regulations; however, the average small to medium-size contractor in the construction industry have neither the knowledge nor the time to understand what it all means for them.

This article will help to understand in a nut shell, the elements of good practices so you can play by the rules (comply with OHS regulations now called WHS Regulations) and at the same time safeguard the health and safety of your employees, subcontractors and visitors to your worksite.

Risk assessment

Before you commence work on site, you need to conduct a site risk assessment by:

• Identifying all potential hazards on site,
• Assessing the risks that those hazards my pose if not controlled,
• Implementing safety controls to eliminate or at least minimise those risks, and
• Maintaining and reviewing the effectiveness of control measures

It is recommended that the process of risk assessment is done in consultation with the team that is going to carry out the works. At the end of the day they are the ones that know how to carry out them out.

It is important that once hazards are identified and risks are assessed, adopt the most effective controls to eliminate or minimise the risks.

Some control measures are more effective than others. Control measures can be ranked from the highest level of protection and reliability, to the lowest. This ranking is known as the hierarchy of control.

You must always aim to eliminate a hazard, which is the most effective control. If this is not reasonably practicable, you must minimise the risk by one or a combination of the following:

• substitution
• isolation, or
• implementing engineering controls.

If risk remains, it must be minimised by implementing administrative controls, so far as is reasonably practicable. Any remaining risk must be minimised with suitable personal protective equipment (PPE).

Administrative control measures and PPE rely on human behaviour and supervision, and used on their own, tend to be the least effective in minimising risks. The end result is that for each hazards and risk you will have a combination of type of controls.

Safety procedures

You need to develop safety procedures also known as safe work method statements (SWMS) or job safety analysis (JSA) for all high risk activities to be carried out on the particular project. The safety procedures are to be specific for the project and you need to include on it the hazards and controls identified in the risk assessment process.

The primary purpose of safety procedures is to enable supervisors, workers and any other persons at the workplace to understand the requirements that have been established to carry out the high risk construction work in a safe and healthy manner. It sets out the work activities in a logical sequence and identifies hazards and describes control measures.

This is the most important document required by WHS regulations with the aim to safeguard the health and safety of workers in construction projects.

Site induction

Ensure that every one that is going to work on site is site-inducted on the finding of risk assessment process and the site safety rules just before they start working on site. At this point it is a good time to check for their general OHS induction card and any other specific training or competency required by their trade or legislation to carry out their assigned task.

You also need to train your team in the safety procedures. You can toolbox them on the safety procedures and agree with them on the safety controls.

Emergency and incident management

You should think about the types of work health and safety incidents that might occur in your workplace. You will need to document the actions that will be taken to manage the following:

• Incidents
• Emergency situations
• First aid arrangements

Preparation for emergency situations aims to minimise the nature and extent of injuries, damage to property and harm to the environment that might ensue from an emergency situation.

The purpose of emergency preparedness is making sure that emergency procedures actually work in the event of an emergency.

Preparing for emergencies generally raises safety awareness and may reduce the likelihood of an emergency situation occurring.

OHS inspections

To monitor the effectiveness and performance of safety controls in place you need to conduct regular self check OHS inspections to your worksite.

Work Health and Safety management plans

A good practice to implement the items discussed above is to have a written Construction Work Health and Safety (WHS) management plan every time you deliver a project.

WHS regulations 2011 in Australia states that all construction projects (i.e. construction work costing $250,000 or more) must have a written WHS management plan prepared by the principal contractor before work on the construction project commences.

In fact it is a good practice that every construction project should have a written WHS management plan. A WHS management plan sets out the arrangements to manage work health and safety on a construction project.

In summary before you start works on a construction project spend some time writing a good, simple and compliant WHS management plan and then implement the plan on the project.

Construction Safety, Environmental & Quality Management Documentation

We came across the following tenderer documentation request from a council calling for tenders for a construction work; the document states:

The Tenderer shall submit an outline plan or system for the management of his obligations under the Occupational Health & Safety Act and associated legislation.

Further down the line it also states:

All other things being equal, tenderers adopting more comprehensive OH&S Management systems will be favoured over tenderers offering less comprehensive systems, and during the tender evaluation period, the Principal may require the Tenderer the expand on information provided with the tender to form a view as to the probability of the proposed system ensuring work place practices in accordance with the legislation.

So, the question is: should you submit a “management plan” or “management system” and what is the difference between them? And what did they mean with less or more comprehensive systems?

In the construction industry both the “management plans” and “management systems” are in fact management systems to deliver construction works; but since management systems can vary in detail and format to suit the size and complexity of an individual organisation, your management system may be just in a form of management plan.

The construction industry is unique and what differentiates it from other industries is that products and services are delivered on a project-by-project basis, which means that each project is unique in scope and work environment. This feature mandates that a specific project management plan is required for each new project.

A “management plan” is simply, document specific for an individual project and suitable for small or medium size organisations that delivers all its product and services on a project basis, and essentially works as subcontractor to a principal or main contractor.

On the other hand a “management system” is a more comprehensive document suitable for more complex organisations that a simple document may not be enough to describe the management system of the organisation.

Management plans may not be enough to pass the tests of third party auditors for the purpose to get certification to Australian standards or accreditation to Government agencies; however a good management plan should be able to pass the test.

Management systems have been designed to get certification or accreditation, and at the same time a good management system should be simple, in order to make implementation easier, and add value to the management of a project.

Management plan or management system? Below we have outlined some of factors to consider when you decide which way to go when developing your management system.

Management Plans

Management plans are generally suitable to manage quality, safety or environmental aspects for small to medium size organisations that are mainly subcontracted to Principal or Main Contractor on a construction project. The management plans would have the following attributes:

• Fully compliant to applicable Work Health & Safety (WHS) and environmental legislations and regulations.
• Compliant to Core requirements of applicable Australian standards.
• Fully compliant to state and federal government guidelines in regards to WHS and Environmental management.

Management systems

Management System manuals are generally suitable to manage quality, safety or environmental aspects for any size of organisation that has the role of Principal or Main Contractor on a construction project. The Management System would have the following attributes:

• Fully complaint to applicable WHS and environmental legislations.
• Fully compliant to applicable Australian standards.
• Fully compliant to state and federal government guidelines in regards to WHS and Environmental management.
• Suitable to obtain 3rd party certification to Australian standards.
• Suitable to obtain pre-qualification to state government agencies.

Construction Safety, Environmental & Quality Management Documentation

The Integrated Management Systems (IMS) has become a hot topic not only among manufacturing organizations but also among many service organizations such as construction. The main reason for this trend is due to the increasing number of management systems or standards that are implemented globally. IMS requires the amalgamation of several individual management systems such as AS/NZS ISO 9001, AS/NZS ISO 14001, AS/NZS 4801 and many more. Thus, the main purpose of an IMS is to manage an organisation through a single harmonized management system instead of several management systems.

The idea of IMS became very relevant with the introduction and implementation of ISO 14001 which envisaged integrated organizational approach (or systems approach) to environmental sustainability. Similarly, IMS has become more important with the introduction of numerous standards.  As more and more management systems are available today, it is essential for any organization to work towards a harmonized, simple and easily implementable IMS.

It is very likely that any organization implementing AS/NZS ISO 14001 (or the environmental management system), has a quality management system (such asISO 9001) already in place. Today, not only customers but also regulatory authorities insist that the suppliers or service organizations (such as construction organisations) should implement AS/NZS ISO 9001 Quality Management Systems (QMS) while moving towards ISO 14001.

When someone closely examine the AS/NZS ISO 9001, AS/NZS ISO 14001 and AS/NZS 4801 {Occupational Health &Safety (OHS)}, he/she would find that all these systems have many common processes and procedures. Also, it’s important to note that there are no ISO standards for OHS. However, implementation OHS or adhering to OHS requirements in an organization may be easy if it has the QMS and EMS accreditation already in place.

Why any organization strives for IMS ?

• In order to retain or satisfy customers, many organizations mandate its suppliers or service providers (such as construction contractors) developing and implementing their own quality, OHS and environmental management systems.
• To overcome trade barriers, many organizations or construction companies (operating in global markets such as USA, EU, and Australasia) adapt and implement ISO 9001 and ISO 14001 accreditations. Such accreditations not only enhance the image of any organization globally as quality and environmentally conscious organization but also such an organization is readily accepted by customers in the global markets.
• Cost reduction through lower insurance payments: – Many organizations that have implemented AS/NZS ISO 14001 and AS/NZS 4801 can be eligible for reduced Insurance premium offered by insurance companies. The organisations such as construction businesses which are operating in highly risky and constantly changing work environment may be able to get appreciable benefit through IMS which comprised of AS/NZS ISO 9001, AS/NZS ISO 14001 and AS/NZS 4801.

It demonstrates not only their commitment to quality and also its adherence to processes and procedures required for the safety of the workers at the work place including the environment.

• To improve the effectiveness of the QMS, EMS and OHS,
• To demonstrate the sensitiveness to the environment and commitment to safety by doing the right thing at the first time, as described in ISO 9001, ISO 14001 and AS/NZS 4801.
• To reduce the manufacturing and operating costs and enhance “ Return on Investment (ROI)” through implementation of QMS, EMS and OHS

Besides above, any organization can get a higher ROI through IMS which utilizes the advantage of similarities of ISO 9001, ISO 14001 and AS/NZS 4801. Similarly, it can reduce ambiguities and confusion among employees when implementing the QMS, EMS and OHS associated standards.

Recent statistics indicate that many organizations have successfully integrated partially or fully all the management systems. For example, automotive, electronics, steel, chemical and service (construction industry) industries have demonstrated the effectiveness of IMS through improved ROI. In essence, they were able to cut down operating costs, time required to implement the processes, complexity (or ambiguity) of the management systems, through IMS.  Similarly, such organizations were able to have higher employee satisfaction and moral through integrated or simplified approach to defining work instructions or job descriptions and tasks or performance standards.

There are several benefits could be derived through implementation of an IMS in an organization:

• Since QMS, EMS and OHS has similarities, all three can be easily combined to have common organizational goals and objectives;
• Can have a harmonized and simplified management system in the organization; in essence, workers or staff can be provided with one set of clear instructions instead of multiple instructions that can lead to confusion and conflicts. Thus, much documentation and reporting on each system can be minimized.
• The training of employees can be streamlined under single system rather than multiple training required under several systems.
• Optimum use of resources resulting from maintaining a single process for all activities required under IMS. In other words, staff training, document control, management review, corrective and preventive actions need only less time and effort compared to implementing multiple management systems.
• Can enhance organizational performance in terms of reduced customer complaints, product non-conformities, accident, health and environmental related risks; similarly, it can reduce quality related risks or issues as well.
• It helps the organization to combine quality, environmental and OHS objectives into the overarching corporate strategy.
• It emphasise the top management and the staff at all levels to consider quality, environment and safety with equal priority.
• It puts in place a broad agenda for continual improvement of quality, environmental and OHS systems.

In summing up, one can conclude that Integrated Management System will allow any construction organization (or any other) to combine quality (AS/NZS ISO 9001), Environment (AS/NZS ISO14001) and Health and Safety (AS/NZS 4801) into a single management system. It will not only make the organization effective in terms of compliance on quality, environmental and health & safety but also be able to improve its efficiency and productivity resulting in higher ROI.

If you’ve got questions about anything in this article or anything related to Ensafe or the construction industry, you can contact us via phone or email or leave your question in the comments below.

Construction Safety, Environmental & Quality Management Documentation

Today harmonised Environmental Management Systems (EMS) are widely adapted in the business world. As we know, environmental management systems first initiated in Japan (in the electronic industry) in the 1980’s and later spread to USA and Europe. In latter regions, EMS was adapted initially by high polluting industries such as chemical and power later it was gradually introduced to the other industries that had lesser environmental impacts.

Benefits

Many construction companies all over the world are facing numerous environmental challenges. For instance, stringent and complex environmental laws and regulations, increasing compliance costs and heavy penalties for violation could affect any construction company’s survival in terms of profitability and growth. In addition to such growing challenges, increasing public demand for environmental concerns has catalysed the construction companies to think differently or look for innovative ways to improve or sustain their solvency.

Similarly, numerous construction companies (either small or large) have demonstrated that a sound EMS is not only beneficial in many ways but also a novel way to remain competitive in a highly volatile market.

It is a well-known fact that countless number of construction companies globally have immensely benefitted through implementation of EMS. For example, the benefits are many:

• Lowering costs through prudent use of resources and waste minimisation
• Ability to comply with stringent environmental laws and regulations. Thereby, reducing risks delays and avoid penalties.
• Ability to monitor or keep track of environmental issues pertaining to all phases of construction projects
• Increased competitiveness and explore market opportunities through environmentally friendly construction services offered to environmentally sensitive customers
• Facilitate effective communication and dialogue among all stakeholders involved internally as well as externally. In other words, fostering better relationships with regulators or law enforcement agencies including the communities.
• Enhanced corporate image as a socially and ecologically responsible construction business, leading to LEED (Leadership in Energy and Environmental Design) certification.
• Creating a highly involved (or motivated) and responsible staff or a responsive environmental team within the organisation

What Is An Effective EMS?

An effective EMS means not only keeping the external working environment healthy but also maintaining a safe and healthy working condition through Occupational and Healthy (OH&S) procedures. In essence, the former involves implementation of ISO14001 and the latter comprise of occupational health and safety measures stipulated in OHSAS18002:2008. This shows EMS and OH&S measures must blend together for successful implementation of an EMS in a construction business.

ISO14001 stipulates the exact requirements for an EMS. It essentially applies to environmental concerns which the construction organisation has the control over and at the same time such concerns can have an influence on its performance.

Essentially, ISO14001 comprised of:

• Environmental Management System (EMS)
• Environmental Auditing
• Environmental Labelling
• Environmental Performance Evaluation
• Life cycle assessment (ISO 2002)

In essence, ISO14001 is a voluntary standard that can be adapted by any construction organisation. It mainly helps the organisation to systematically control construction activities that have a detrimental effect on the environment. Specifically, it covers 17 elements or aspects clustered into five key areas:

• Environmental Policy
• Planning
• Implementation and operation
• Checking and corrective action
• Management Review

Principally, ISO14001 helps any construction company to comply with applicable environmental laws and regulations while improving the environmentally related processes on a continual basis.

In reality, any Environmental Management System (EMS) is a unique management process which pursues Plan-Do-Check-Act model or approach. It introduces an agenda to examine all environmental aspects pertaining to operations of a construction company. Similarly, it helps the organisation not only to develop, implement, monitor, review, and revise action plans and procedures on continual basis but also improve the construction company’s overall operations that have an impact on the environment.

EMS For A Modern Construction Business

In summing up, EMS is essentially a management tool for modern construction organisation. With rapidly increasing environmentally concerned customer base, any construction organisation must adapt an effective EMS in order to increase its market share or sustain its business. It will certainly reap notable benefits such as:

• Improved environmental regulatory compliance requirements
• Minimise risks and liabilities
• Appreciably reduce or minimise waste and pollution
• Enhance site Occupational, Health & Safety at the construction work place
• Substantial cost savings through increased performance and motivated staff
• Establishes procedures or system for continual improvement
• Enhance corporate image among all stakeholders such as investors, potential customers, community groups and regulatory authorities.

If you’ve got questions about anything in this article or anything related to Ensafe or the construction industry, you can contact us via phone or email or leave your question in the comments below.

Construction Safety, Environmental & Quality Management Documentation

As promised back in our previous update, we are proud to announce that we have now updated our products in accordance with the new WHS legislation and are now available for download. The products that have been updated and released are:

• Site Safety Management Plan (SSMP)
• Construction Safety & Environmental Management Plan (CSEMP)
• Construction Project Management Plan (CPMP)

Please Note: If you have purchased the SSMP, CSEMP and/or CPMP during 2011 and the first weeks of 2012, you are eligible to receive the corresponding new versions for free. You will have received an email/s with the new version/s attached to the email/s. If you believe that you are eligible for a free upgrade and have not received an email, please let us know by sending an email to support@ensafe.com.au.

What Has Changed?

In addition, we have also improved the format and structure of the SSMP, CSEMP and CPMP to make it even easier and practical for you to use.

Upcoming Name Change

We just want to let you know to reduce any confusion when the change does occur. For the time being, it will still be known as the SSMP.

Download & Comply With New WHS Legislation Today

If you are not eligible for a free upgrade or have not purchased SSMP, CSEMP or CPMP, we invite you to test our products and see how simple it really is to comply with the new WHS legislation and regulations. We’ve not only upgraded the products to comply with new WHS legislation and regulations but thanks to customer feedback, we’ve also improved the format and structure to make easier and more practical for anyone to use. Simply go to the Products page to read more about them, download a sample and make a purchase.

If you’ve got questions about anything in this update or anything related to Ensafe or the construction industry, you can contact us via phone or email or leave your question in the comments below.

Construction Safety, Environmental & Quality Management Documentation

Here’s an UPDATE as to what’s happening in the world of construction compliance in Australia.

WHS Act 2011 & WHS Regulations 2011

New work health and safety (WHS) laws replaced the Occupational Health and Safety (OHS) laws in NSW, ACT, Queensland, the Northern Territory and the Commonwealth on 1 January 2012. Other states have no definite dates yet; you can look at the following website for more information:

http://safeworkaustralia.gov.au/Legislation/Pages/ModelWHSLegislation.aspx

These new laws will provide greater consistency, certainty and clarity across Australia making it easier to understand your workplace health and safety duties. Businesses and volunteer organisations that operate over several states will be able to initiate nationwide safety policies and procedures.

To assist business, industry and the community transition to the new legislation, transitional arrangements have been implemented.

For example, existing OHS committees will become WHS committees and these committees will have 12 months to ensure their membership aligns with the new legislation.

The transitional arrangements have been based on national transitional principles agreed to by all jurisdictions.

In summary, these transitional arrangements provide for:

• recognition of existing information, records or other documentation that is substantially the same as WHS requirements
• transitional periods of 12 to 18 months where there is a change in training requirements
• only requiring retraining or reassessment if the requirements are substantially different
• transitional periods of 6 to 12 months (in most cases 12 months) where a duty or requirement is new
• up to 24 months for some new obligations where industry might have difficulty in complying for reasons beyond their control.
• Further information on this and other transitional arrangements as well as the key changes for industry, businesses, workers, directors and volunteers are available from the links below.

http://safeworkaustralia.gov.au/Legislation/transitional-arrangements/Pages/transitional-arrangements.aspx

The new work health and safety laws may change the way work health and safety is managed in the workplace, but the basics of keeping your workplace safe will remain.

The basics of keeping your workplace safe include:

• management commitment
• consultation
• management of risk
• training and supervision
• reporting safety
• return to work and workers compensation.

Every person conducting a business or undertaking (PCBU – the new term that includes employers) should ensure the ongoing management of work health and safety matters is done effectively.

Ensafe Planning Solutions is currently reviewing our safety management plans and OHS management systems to comply with the new legislation; we envisage that only minor changes will be required and as soon as they are finalised, they will be released (end of January 2012). Given that our products come with 12 months free updates, all customers who purchased during 2011 will be eligible for a free update and they will receive this via email. Those who purchase in 2012 will also have access to the updated plans and systems.

For further information on the new legislation, regulations and codes of practice, please visit the link below:
http://safeworkaustralia.gov.au/Legislation/ModelWHSAct/Pages/ModelWHSAct.aspx

If you’ve got any questions about anything in this update or anything related to Ensafe or the construction industry, you can contact us via phone or email or leave your question in the comments below.

Construction Safety, Environmental & Quality Management Documentation

First of all, Happy New Year to all construction contractors and companies based in Australia. On behalf of Ensafe Planning Solutions, we hope that you had a wonderful festive season with your family and loved ones. We hope that 2012 is a great year for you and your business.

Here’s an UPDATE as what is happening in the world of construction safety compliance in Australia.

As you may be aware the new Model Health and Safety legislation came into force start on the 1st Jan 2012 in 4 States: Queensland, Northern Territory, New South Wales and the ACT. Other states will join later – no date has been specified yet.  It is expected that all states and territories will be on board within a couple of months.

What is harmonisation all about?

The National Harmonisation of the OHS laws has been developed to bring all states into alignment, reduce red tape and make it easy for employers to comply with Work Place Health and Safety Laws.

Who does it affect?

It affects all employers, workers, volunteers, and anyone carrying out an undertaking for a business or charity. The acronym being used is PCBU which stands for “person conducting a business or undertaking”. This is a very broad term and effects more people than current state legislation.

What has changed?

Essentially, workplace safety won’t be radically different. There are changes coming for high risk activities, such as working at heights, confined spaces etc… and some states will have more changes than others.  OHS is changing to WHS WorkSafe Australia is changing the common term for Occupational Health and Safety (OHS) to Workplace Health and Safety (WHS).

What changes are required to OHS management plans provided by Ensafe?

Our plans will require minor changes, essentially in regards to new terminology used in the new regulations and references to new Codes of practice. Ensafe is working on updating the plans and all our clients who purchased one of the following plans during 2011 will get an updated template free of charge.

• Site Safety Management Plan (SSMP)
• Construction Safety & Environmental Management Plan (CSEMP)
• Construction Project Management Plan (CPMP)

The plans will be sent to our clients via email before the 31st January 2012.

By the same token, if you haven’t purchased any of our plans, if you purchase today, you will be eligible to get the new template when we release it before the end of the month.

Please refer to our Products page to see Ensafe’s range of construction management plans and systems for construction contractors and companies in Australia in 2 easy to follow comparison tables.

If you’ve got any questions about anything this updates or anything related to Ensafe or the construction industry, you can contact us via phone or email or leave your question in the comments below.

Construction Safety, Environmental & Quality Management Documentation