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CQ Occupational Health and Safety (OHS) Management Systems

CQ Occupational Health and Safety (OHS) Management Systems


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CQ Occupational Health and Safety (OHS) Management Systems

Occupational Health and Safety (OHS) Management Systems

focused on protecting the workforce’s safety and health

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The Ultimate Guide to OSHA Compliance & Workplace Safety

Employers, whatever their size, are responsible for the safety and health of their employees at the workplace. While this is mandated by the Occupational Safety and Health Act of 1970, those employers who implement safety practices as a moral responsibility benefit from greater employee loyalty and total employee involvement. They can avoid losses due to compensations and litigation. Needless to say, injuries or death in the workplace can damage the reputation of the business. There is also the loss incurred due to lost working hours and days, and if there is a replacement required, then the recruitment and training can add to the costs.

Helping employers avoid these unwanted scenarios are the guidelines provided by OSHA (Occupational Safety and Health Administration), a division under the United States Department of Labor with jurisdiction in over seven million sites. OSHA is focused on protecting the workforce’s safety and health while also providing training, outreach, education, and assistance to employers.

What is an occupational safety and health management system?

Occupational Health and Safety (OHS) management systems help companies and organizations automate and digitize health and safety-related workflows. OHS includes health and safety policies, systems, standards, and records, and includes incorporating health and safety activities and programs into key business processes. It is necessary to have an effective management system that improves the ability to continuously identify hazards and control risks at the workplace.

What are the main functions of the Occupational Safety and Health Administration?

OSHA is focused on protecting the workforce’s safety and health while also providing training, outreach, education, and assistance to employers. The main functions of a health and safety management system and process include:

  • prevent injuries, illness and/or death at the workplace
  • overcome financial suffering and hardship that can affect workers, family, or even the company
  • improve workplace morale by putting genuine interest in the health and safety of your people
  • create favorable brand image among the community of customers and suppliers
  • reduce the attrition rate

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    To ensure your organization has a ingrained culture of health and safety, OSHA recommends the following practices:

    How can you manage occupational health and safety in an organisation?

    To ensure your organization has a ingrained culture of health and safety, OSHA recommends the following practices:

    • 1
      Prioritize safety and health
      Communicate with all employees about the safety practices the company has implemented as well as proactively fix any hazards that could threaten workplace safety.
    • 2
      Lead by example
      Always make safety an essential part of the daily conversation and take initiatives to practice safe behavior.
    • 3
      Implement a diligent reporting system
      Create an effective procedure for workers to report any injuries, illnesses, incidents (including near misses/close calls), hazards, or safety and health concerns, anonymously, if required.
    • 4
      Ongoing training programs
      Conduct training programs for workers to identify and control hazards using OSHA tools, such as OSHA’s Hazard Identification Training Tool.
    • 5
      Practice internal inspection
      Use OSHA recommended checklists to internally inspect the workplace and survey the workers regarding equipment or material functioning.
    • 6
      Prepare a guidebook for hazard control
      Interview workers for suggestions and ideas to improve the workplace and protect the floor from any hazards.
    • 7
      Delegate hazard control implementation
      Make the process more effective by assigning hazard control solutions to workers. Use a collaborative health and safety management system, to ensure your people work as a team in health and safety implementation efforts.
    • 8
      Create contingency plans
      Develop instructions on foreseeable emergency scenarios and conduct drills to review the plan.
    • 9
      Consult with workers of key areas of risk
      For instance, review new equipment or material with workers to identify potential issues related to safety or health.
    • 10
      Identify and improvise
      Include safety and health issues in key meetings or discussions.

    Requirements of an Occupational Safety and Health Administration

    OSHA standards include requirements for employers to do the following:

    • OSHA-1
      provide fall protection
    • OSHA-2
      prevent trenching cave-ins
    • OSHA-3
      prevent exposure to some infectious diseases
    • OSHA-4
      ensure the safety of workers who enter confined spaces
    • OSHA-5
      prevent exposure to harmful chemicals
    • OSHA-6
      put guards on dangerous machines
    • OSHA-7
      provide respirators or other safety equipment
    • OSHA-8
      provide training for certain dangerous jobs in a language and vocabulary workers can understand

    Relationship between OSHA and business

    The OSH Act covers all private-sector employers and their employees in the 50 states and all territories and jurisdictions under federal authority. Those jurisdictions include the District of Columbia, Puerto Rico, the Virgin Islands, American Samoa, Johnston Island, the Canal Zone, and the Outer Continental Shelf Lands as defined in the Outer Continental Shelf Lands Act.

    From a business perspective, following OSHA Guidelines and implementing a collaborative and scalable health and safety management system is a no-brainer. Automation and digital transformation are the keys to building a seamless, scalable process to ensure enterprise-wide safety. Often, an investment in a health and safety management system to meet OSHA guidelines and requirements will pay for itself in no time. It helps a company adopt a proactive approach to safety requirements. Health and safety risks can turn out to be extremely expensive and businesses must take all steps necessary to meet OSHA requirements.

    What are the components of an OSHA management system?

    An efficient health & safety management system combines all the different elements in a workplace that needs attention to provide a safe working environment for all employees. Safety management systems make health and safety an integral part of business’s core operations. Investing in designing, developing and implementing an effective safety management system will enable business to better manage reporting, responsibilities, planning and resourcing.

    In order to build a robust safety management systems, organisations must have six elements:

    • ISO 9001
      A health & safety plan
    • ISO 9001
      Policies, procedures, and processes
    • ISO 9001
      Training and induction
    • ISO 9001
      Monitoring
    • ISO 9001
      Supervision
    • ISO 9001
      Reporting

    What are the components of an OSHA management system?

    An efficient health & safety management system combines all the different elements in a workplace that needs attention to provide a safe working environment for all employees. Safety management systems make health and safety an integral part of business’s core operations. Investing in designing, developing and implementing an effective safety management system will enable business to better manage reporting, responsibilities, planning and resourcing.

    In order to build a robust safety management systems, organisations must have six elements:

    • A health & safety plan
    • Policies, procedures, and processes
    • Training and induction
    • Monitoring
    • Supervision
    • Reporting

    Important steps in Health and Safety management solution implementation

    8 Pillars for Workplace Safety Management

    The prerequisites for the successful implementation of your workplace safety management system include:

    8 Pillars for Workplace Safety Management

    Important steps in Health and Safety management solution implementation

    • Top management commitment
    • Creating a reporting system encouraging employee participation
    • Training workers to identify and mitigate risks
    • Performing periodic inspections and Job Hazard Analyses to reduce risks
    • Collecting data and perform analytics to prevent future occurrences
    • Prioritizing risks and putting in controls
    • Planning for emergencies and unusual occurrences
    • Constantly improving based on experience

    The PDCA (Plan-Do-Check-Act) cycle is essential for a smooth implementation and continuous improvement of your systems to keep pace with the changing market and regulatory requirements.

    Step 1: Plan

    Once the team is aware of the safety policy, employee roles, and responsibilities, the first step in OSHA compliance will be planning. While building an SMS for the workplace, it is necessary to plan the execution methodology of the system that allows the HR and safety teams to work collaboratively. Broadly, the following points should be considered:
    – OHSMS issues in the order of priority including hazards, risks, areas for improvement, safety deficiencies
    – Objectives of the safety and health management system based on the issues identified
    – An implementation plan that includes a list of process items from safety checklist, daily data entry, document management, risk management, CAPA, inspection management

    Step 2: Do

    Next is implementation. it is essential to have a safety checklist that will cover all aspects of the compliance requirements. The four broad components of the implementation process include:

    • Operational elements such as risk assessment, emergency responses, process verification among others
    • Training
    • Communication
    • Documentation

    Step 3: Check

    Having a proactive approach is the key to OSHA compliance. Safety and health compliance is a continuous process. Constant monitoring is important to ensure that the system is working as per the plan and relevant to the evolving regulatory and organizational requirements.

    Step 4: Act

    Continuous evaluation is the cornerstone of a successful safety program. Employers must constantly evaluate the safety program for early indicators to predict mishaps on the shop floor or any other location. With a strong communication system, businesses can leverage these data points to train and educate employees on safety standards. Over time, these parameters can be used as a checklist to improve the safety and health standards of the organization.

    ComplianceQuest’s health and safety management solution with OSHA compliance

    With Health & safety gaining heightened significance in the current circumstances and with the health & safety heads having to manage remotely, the ComplianceQuest EHS solution enables seamless management of your organization’s complete health and safety management program through a range of intuitively integrated tools and applications. ComplianceQuest’s Safety, Health, and Environment management system is built from the ground up on the Salesforce platform. This ensures that the EHS is flexible, scalable, and integrates seamlessly with other ERP, CRM, and EQMS platforms. Specifically, it helps build robust processes for the following:

    • Design: Build exhaustive processes, workflows, and checklists to manage workplace safety interventions.
    • Monitor: Track workplace safety data in real-time, with data visibility across the organization.
    • Act: Take action based on predictive analytics and a proactive mindset.
    • Improve: Take corrective or preventive action as needed in a timely manner
    Health and Safety management solution with OSHA compliance

    ComplianceQuest’s health and safety management solution with OSHA compliance

     

    The ComplianceQuest’s safety management solution offers a range of intuitive and comprehensive tools and applications to complete any organization’s safety and health program, including:

    Safety Event Reporting: This provides workers with easy access to report injuries, accidents or near misses to manage the risk, ensure an effective response, and if required, report directly to the regulatory agency.

    CAPA: End-to-end management of incidents, right from investigation to change management.

    Worksite Inspections: Define the schedule, checklists, and assess the type and level of safe activity for all or specific locations.

    Safety Observations: Encourage employee participation to improve the Safety Culture. The data can be leveraged for trending or assigning investigations and actions depending on what is required.

    Compliance Management: This CQ module is managed by Enhesa – the world’s largest provider of EHS regulatory requirements. Our solution offers the capability of undertaking a regulatory applicability analysis for a particular geography/operation.

    Stakeholder Management: Manage and satisfy all your stakeholders ensuring their participation and involvement in identifying H&S risks and do a root cause analysis.

    Risk Management: The risk management module lets you:

    • Maintain all hazards & risks in a consolidated document
    • Categorize risks based on a thought through risk rating methodology
    • Classify risks based on the function / process /activity
    • Follow the hierarchy of controls while determining control measures
    • Assign risk owners and frequency of review
    • Alter the risk level based on the effectiveness of the control measure

    Toolbox Talks: Create and record the information for your Toolbox Talks that employees can access from their mobile.

    Stop Work Authority: Record a stop-work order and manage the risk of returning to operations especially after a lockdown.

    Safety Notifications and Collaboration: Improve Health and Safety communication and transparency and track changes.

    Analytics And Dashboards: For measuring the Health and Safety metrics of your workplace and improving decision-making and oversight.

    Mobile Access: Access reports, approvals, record views, reviews, alerts, etc. on the go, anywhere, anytime, and on any device. Complete access to the solution including ensures business continuity and improves efficiency, visibility, and flexibility.

    CQ also has one more app that is OSHA compliant. The Workplace Environment, Health and Safety solution from ComplianceQuest has been designed with OSHA as the guiding principle, making compliance automatic and intuitive. The EHS solution is modular and therefore can be implemented cost-effectively and quickly based on your risks and priorities.

    ComplianceQuest has also launched the Workplace Safety app for Work.com on the Salesforce.com platform. This app upholds OSHA’s safety standards by offering a data-driven, collaborative platform to manage the workflows for employee health and workplace safety. Organizations can use the Workplace Safety app to create a robust SMS for the employees.

     

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    Frequently Asked Questions

    What are the features of ComplianceQuest’s EHS?
    With the growing importance of workflow safety, ComplianceQuest’s EHS solution offers a range of modules to automate health and safety management processes.
    Some of the prominent features of ComplianceQuest’s Health and Safety Solutions include safety event reporting, CAPA, worksite inspection, compliance management, stop work authority, analytics, among others. Over the years, ComplianceQuest’s H&S offerings have reduced the incidence and costs of workplace injuries, realize ROI by avoiding recurrence, and better understand the risks and precautions.
    How does ComplianceQuest help in making the workplace more safety compliance efficient?
    To make workplace safety compliance efficient, ComplianceQuest launched a Workplace Safety app as part of Salesforce’s Work.com initiative. This app will play a crucial role in upholding OSHA’s safety standards by offering a data-driven, collaborative platform to manage the workflows for employee health and workplace safety. To get the most out of the Workplace Safety App, we recommend a four-point rule — design, monitor, act, and improve.

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