WHS Change Management

Transcription

1 Page 1 of 6 Issue: 2 1. Intent The Salvation Army Australia Eastern Territory (TSA-AUE) is committed to the provision of a safe, healthy and injury free environment for all persons in the mission / ministry and operations under TSA-AUE control. TSA-AUE recognises the need to provide a structured approach to change in order to identify, assess, and control all risk exposures that could be associated with new or changed processes, plant & equipment and/ or materials with the potential to adversely affect the health and safety of our people and others involved in business or operations. 2. Purpose To ensure all hazards associated with new or changed processes, plant & equipment and / or materials with the potential to adversely affect the health and safety of our people and others impacted by our business are identified and the risks eliminated or effectively controlled prior to the introduction of that change. To provide direction, guidance and assistance to Officers / management who will be accountable for establishing the Change Management Process for any activity (within their area of responsibility) that will result in a change that has the potential to adversely affect the health and safety of our people either directly or indirectly. 3. Definitions Change: Change Initiator: Department: Hazard: Officer: Risk: The introduction, purchase or trial of a new item of plant, hazardous chemical, process or material a modification made whether temporary or permanent, to an existing unit of plant, or process from its current design or state. Normal repairs or other activities to restore same functionality are NOT considered as change. The person responsible for introducing the proposed change. An entity within TSA-AUE organization with specific responsibilities to carry out the various functions and activities of, although ultimate control remains under TSA-AUE leadership. A source or a situation with a potential for harm in terms of human injury or ill-health, damage to property, damage to the environment, or a combination of these. A person who is specifically commissioned for ministry within TSA. This ministry ranges from evangelical to pastoral duties as well as community service and administrative responsibilities. (In relation to any potential injury or harm) The likelihood and consequence of that injury or harm occurring.

2 Page 2 of 6 Issue: 2 4. Methodology To effectively manage the health, safety and welfare risks associated with introducing new or changed processes, plant & equipment and/ or materials into our business we must: Identify if the new or changed processes, plant & equipment, hazardous chemical and/ or materials will introduce new hazards or risks or exacerbate any existing hazards or risks in accordance with our hazard management processes. Identify the need for and scope of the project management process including necessary appointments. Ensure the change management process is conducted in line with our consultation and engagement processes. This procedure should be read in conjunction with our Change Management Flow Chart F13-02, Purchasing, Hire or Leasing Procedure P17-01, Hazard Management Procedure P4-01, Hazard Identification Procedure P4-02, Risk Assessment & Control Procedure P4-03, Safe Plant & Equipment Management Procedure P29-01, Hazardous Chemicals and Dangerous Goods Management Procedure P24-01, Manual Handling Policy OHS-025 and Contractor Management Procedure P14-01 by further defining mandatory requirements, as well as establishing a risk based approach. The application of the change management process shall be undertaken using the Change Management Form F Procedure Information Exchange The Change Initiator or Project Manager shall seek information from designers, manufacturers, importers or suppliers in relation to calculations, data, analysis, risk assessments, etc. to identify all potential hazards and risks associated with the use, handling, storage, construction, installation, maintenance, decommissioning, dismantling and disposal arrangements associated with the proposed change and to ensure where reasonably practicable that the recommendations / controls as detailed can be complied with at the workplace. Consultation In consultation with the WHS Committee / consultative forum or relevant workers and / or their representatives the Change Initiator or Project Manager shall provide the key information obtained from the designers, manufacturers, importers or suppliers on the proposed change and seek feedback in relation to any foreseeable new hazards or any increased risks of existing hazards that are likely to result from the use, handling, storage, construction, installation, maintenance, decommissioning, dismantling and disposal arrangements arising from the proposed change. This will include consideration of:- Identification & assessment of legislative requirements Plant & equipment management processes Chemical management processes

3 Page 3 of 6 Issue: 2 Process compatibility Goods compatibility Risk management / training / emergency response requirements Where necessary or upon the request of the WHS Committee / consultative forum or relevant workers and / or their representatives, the Change Initiator or Project Manager shall seek advice, expertise and information from appropriately qualified and / or competent persons to aid in the understanding of the impacts of the proposed change in relation to the introduction of new hazards or increased risks from existing hazards. Where it is deemed unlikely that the proposed change will introduce new hazards or increase the risks associated with existing hazards the change shall be communicated to relevant workers via the provision of information, instruction and / or training and subsequently introduced. Where the consultation indicates the likely introduction of new hazards or increased risks from existing hazards the change management process shall be followed. The Change Initiator or Project Manager shall reconsider the proposed changed / Project Management Plan and where necessary make any amendments in order to prevent the introduction of new hazards or minimise the risk impact on existing hazards. Where the change involves the purchase of new plant, equipment, chemicals, goods or materials compliance with the Purchasing, Hire or Leasing Procedure P17-01 shall occur in addition to the requirements of this procedure. All meetings involving consultation during the change management process shall be documented. Project Management The Change Initiator shall determine the requirement to appoint a Project Manager to be responsible for the management of the change activity. This will be determined upon the scale of the change and the anticipated impact that the change has on TSA-AUE operations. Where Project Managers are appointed, the Project Manager shall determine the requirement for a Project Management Plan to be established based upon the nature, extent and complexity of the change being considered. Identification & assessment of legislative requirements The Change Initiator / Project Manager shall identify all applicable relevant legislation, regulations, regulated standards, approved codes of practice and guidance material associated with the proposed change. Permits, Licences, Registration Requirements The Change Initiator / Project Manager shall identify any relevant registration, permit and licencing requirements. Arrangements shall be made for all registration applications to be prepared in accordance with regulator requirements.

4 Page 4 of 6 Issue: 2 Permit and licensing requirements shall be identified via the Training Needs Analysis process and relevant worker s training plans shall be amended and training provided to enable worker competency. Management System Requirements The Change Initiator / Project Manager shall identify and update all management system requirements to ensure the ongoing support and management of the change once introduced into the operation. Registers, inspection systems, etc. shall be identified and amended as required to accommodate the change. Potential process and compatibility issues will be identified, considered and where necessary addressed to ensure the proposed change does not impact negatively on site activities. Risk Assessment The Change Initiator or Project Manager shall undertake comprehensive hazard identification, risk assessment and control activities in consultation with relevant workers and / or their representatives in accordance with the requirements contained within the Hazard Management Procedure P4-01, Hazard Identification Procedure P4-02, Risk Assessment & Control Procedure P4-03, Safe Plant & Equipment Management Procedure P29-01, Hazardous Chemicals and Dangerous Goods Management Procedure P24-01 and / or Manual Handling Policy OHS-025. Record Retention All calculations, data, analysis, risk assessments, etc. obtained from designers, manufacturers, importers or suppliers shall be held on file by the Change Initiator / Project Manager for the life of the change. Change Management Forms and risk assessments shall be held on file by the Change Initiator / Project Manager for the life of the change or 7 years (whichever is the longer). Control Reviews It is important that risk controls are regularly reviewed and monitored to ensure they have been implemented correctly and continue to be effective. Further controls shall be identified and implemented where this is not achieved. It is also important to ensure that controls implemented do not result in any new hazards. Risk assessments and their control measures shall be reviewed every five (5) years. Notwithstanding the above, risk assessments and control measures shall be reviewed if any of the following occurs:- There is evidence that the control measure does not control the risks identified or are not understood or being implemented There are further proposed changes to the workplace or work environment, a system of work, work practice, process or procedure that may create new or different risks. A new or relevant hazard is identified

5 Page 5 of 6 Issue: 2 New legislation is introduced or current legislation is revised that has implication on the controls implemented. As a result of consultation occurring between relevant workers and / or their representatives At the request of a Health and Safety Representative As a result of an incident where the investigation indicates that the controls may be insufficient. Additional information is obtained from the designer, manufacturer, importer or supplier that changes the manner in which identified hazards and risks should be controlled or identifies / indicates new or potential hazards present. As a result of an incident where the investigation indicates that the control may be insufficient. 6. Monitoring and Review Compliance with this procedure shall be reviewed and its effectiveness evaluated across TSA- AUE, in accordance with the WHS Planning, Monitoring and Review and Auditing Procedures. Key aspects of this flow chart s implementation shall be monitored via:- Change management forms Project Plans Risk assessments Management meeting minutes shall record the outcomes of any discussions relating to monitoring and review activities. 7. Auditable Records Auditable Record Responsibility Location Consultation minutes Communication minutes Project management plans Change management forms Plant risk assessments Hazardous manual handling task risk assessments Hazardous chemical risk assessments Hazard Register Plant and Equipment Register Chemical register

6 Page 6 of 6 Issue: 2 SDS s Training Needs Analyses Training records Licences, accreditations, permits Inspections, testing, calibration, monitoring reports Plant registrations Management meeting minutes & schedules WHS Committee / consultative forum minutes 4. Internal References TSA-AUE WHS Hazard Management Policy WHS 004 TSA-AUE WHS Hazard Management Procedure WHSP4-01 TSA-AUE WHS Hazard Identification Procedure WHSP4-02 TSA-AUE WHS Risk Assessment & Control Procedure WHSP4-03 TSA-AUE WHS Contractor Management Procedure WHSP14-01 TSA-AUE Change Management form F13-01 TSA-AUE WHS Purchasing, Hire or Leasing Procedure WHSP17-01 TSA-AUE WHS Pre Purchase checklist F17-01 TSA-AUE WHS Hazardous Chemicals and Dangerous Goods Management Procedure WHSP24-01 TSA-AUE WHS Safe Plant & Equipment Management Procedure WHSP29-01 TSA-AUE WHS Manual Handling Policy WHS 025