Occupational Health and Safety. Improvement Standard

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1 Premier s Department New South Wales Occupational Health and Safety Improvement Standard A tool for measuring OHS performance within NSW Government Agencies

2 OHS IMPROVEMENT STANDARD NSW GOVERNMENT - REVIEW AND REFORM DIVISION TABLE OF CONTENTS Guidance for Assessors. ii. Statement of Standard..1. Performance Criterion 1 OHS Policy..2. Performance Criterion 2 Management Responsibility..4. Performance Criterion 3 Planning Processes.. 6. Performance Criterion 4 Consultation..8. Performance Criterion 5 Risk Management.10. Performance Criterion 6 Information, Instruction and Training.13. Performance Criterion 7 Injury Treatment and Management.15. Performance Criterion 8 Claims Management.17. Performance Criterion 9 Incident Recording, Investigation, Analysis and Review.19. Performance Criterion 10 Measuring and Evaluating OHS Performance.22. Performance Criterion 11 Reviewing OHS Performance.24. Performance Criterion 12 CEO Reporting.26. Appendix 1 Results Matrix.28. Appendix 2 Key Strengths and Opportunities.29. Appendix 3 Sources of Information Required for Review.30. Premier's Department Review and Reform Division i

3 GUIDANCE FOR ASSESSORS Introduction The NSW Government implemented an Occupational Health and Safety (OHS) 1 Improvement Initiative in The Initiative was led by the Review and Reform Division in the Premier's Department. The primary aim of the Initiative was to reduce the incidence, severity and cost of workplace injury and disease in NSW government departments. The government aimed to achieve this by: setting performance targets for OHS improvement promoting the development and implementation of a systematic approach to OHS To support this approach, a whole of government policy titled 'Taking Safety Seriously' was released in 1999, outlining a framework for government agencies to systematically manage OHS risks and implement effective injury management practices. The release of the Occupational Health and Safety Act in 2000, Occupational Health and Safety Regulation in 2001 and amendments to the Workplace Injury Management and Workers Compensation Act 1998 and Workplace Injury Management and Workers Compensation Act 2000 necessitated an update of the whole of government OHS policy. The updated version 'Taking Safety Seriously' 2002 was released in. This updated version builds on the original edition by providing more specific information about ways to improve health, safety and injury management in the NSW public sector. OHS Improvement Standard The OHS Improvement Standard was originally developed as a tool to measure the OHS performance of the 12 key agencies involved in the OHS Improvement Initiative. The main aim of the Standard was to benchmark OHS performance against the whole of government policy Taking Safety Seriously and provide feedback to government agencies on their development and implementation of systematic approach to managing OHS risks. The Standard was developed by the Review and Reform Division of Premier s Department and has been updated to link to the NSW government s policy Taking Safety Seriously The OHS Improvement Standard has been designed as a self-assessment tool for government agencies to use as an audit tool or for third party OHS evaluators to implement. The Standard highlights the key elements of an OHS management system as outlined in Australian Standard 4804: OHS Policy and Commitment Planning Implementation Measurement and Evaluation Review and Improvement Within each key element is a single performance criterion or group of performance criteria that can be used to measure OHS activity level. This activity level can then be measured and rated through a series of checks and verification at both a corporate and operational level. How to Use the Standard Information for Assessors As mentioned, the OHS Improvement Standard is designed as a self-assessment tool to be used to measure OHS activity level within a government agency. Assessors, prior to using the tool, should become familiar with the whole of government policy Taking Safety Seriously 2002" to gain an understanding on the OHS requirements placed on NSW government agencies. 1 For the purposes of this document, Occupational Health and Safety specifically refers to both injury prevention and injury management. Premier's Department/ Review and Reform Division ii

4 Each Performance Criterion in the Standard relates to a specific requirement in the policy. The assessor should become familiar with the background to the requirement and negotiate suitable targets dates with the agency for each of the criterion to be met. The Information section of the Standard, identifies the source of the performance criterion and provides guidance for the assessor on why the performance criterion is considered important. It also identifies key essential and best practice criteria the agency should meet to comply with the performance criterion and lists key people to speak to and items to search for and/or or review to verify the agencies activities in this performance area. It is important to note that the verification list is not exhaustive and should be used as a basis only. The links area of the Information section identifies relationships and/or dependencies that this criterion may have with others in the Standard. There may be overlap in verification documentation and the assessor should refer to the links section when reviewing documentation for links to other criteria. The target area, provides an insertion point for the date that the performance criterion is to be met by and should be negotiated with the agency. The Evaluation section of the Standard, lists five pre-determined rating criteria for scoring the agency's performance against the criterion. Generically the ratings are: A - Meets all essential and best practice criteria in guidance. B - Meets all essential and some key best practice criteria which identify effective planning, implementation and/or communication. C - Meets all essential criteria, however, planning, implementation and/or communication needs improvement. D - Evidence of development of a process to meet the performance criterion, but it is not yet implemented. E - No evidence of a process in place to meet the performance criterion. The assessor should choose one option only. Selection should be based upon the agency's performance against the essential and best practice guidance and assessment of documentation and consultation with key staff in the agency. The Comments section is designed for the assessor to document any additional information that may be of value to the review. This may include notes from discussions with agency staff and observations made that may contribute to a particular rating that is outside the scope of the Verification Criteria or Guidance given. Appendices An overview of OHS performance against each criterion should be summarised in the Results section in Appendix 1. Key strengths and opportunities for improvement identified throughout the review process should be summarised in Appendix 2. A summary of information and/or documentation required for verification purposes is included in Appendix 3. Further Information For any further information and feedback on the OHS Improvement Standard, please contact Cathy Nolan, Principal Project Officer, Review and Reform Division, Premier's Department on telephone Premier's Department/ Review and Reform Division iii

5 OHS IMPROVEMENT STANDARD NSW GOVERNMENT - REVIEW AND REFORM DIVISION Standard 'There is an systematic approach in place which will reduce the incidence, severity and cost of workplace injury and disease in NSW government agencies and continuously improve OHS performance' Key Elements & Performance Criteria Key Element OHS Policy and Commitment Planning Implementation Measurement and Evaluation Review and Improvement Performance Criteria 1. OHS Policy 2. Management Responsibility 3. Planning Processes 4. Consultation 5. Risk Management 6. Information, Instruction and Training 7. Injury Treatment and Management 8. Claims Management 9. Incident Recording, Investigation, Analysis and Review 10. Measuring and Evaluating OHS Performance 11. Reviewing OHS Performance 12. CEO Reporting Key References 1. Taking Safety Seriously - NSW Govt Taking Safety Seriously - NSW Govt Occupational Health and Safety Act Occupational Health and Safety Regulation Workplace Injury Management and Workers' Compensation Act Workplace Injury Management and Workers Compensation Regulation Australian Standard 4804 (1997) 'Occupational Health and Safety Management Systems' 8. Australian Standard 4801 (2000) 'Occupational Health and Safety Management Systems - Specification with Guidance for use. 9. Australian Standard 4360 (1999) 'Risk Management' 10. Australian Standard 1885 (1990) Measurement of Occupational Health and Safety Performance - Describing Occupational Injuries and Diseases 11. Annual Reports (Departments) Regulation WorkCover NSW Rehabilitation Procedures Revised WorkCover NSW Code of Practice Consultation Developing Performance Agreements for Chief Executive Officers, PSMO, Premier's Department Review and Reform Division 1

6 OHS Policy and Commitment OHS IMPROVEMENT STANDARD OHS Policy PERFORMANCE CRITERION 1 The agency has an OHS policy that clearly states the CEO's commitment to the OHS function, outlines responsibilities for all parties, and is clearly communicated to all staff. INFORMATION Source: Taking Safety Seriously 2002 p 20 AS 4804 p 11 Guidance: An agency's OHS policy is a public statement expressing the Chief Executive Officer's commitment to meeting his/her OHS responsibilities. The policy makes clear that there is unequivocal management commitment to OHS and that OHS is an integral consideration in all of the agency's operations. The OHS policy should be set out clearly, and it must be communicated to all employees and made readily available to others. Every employer should prepare a written statement of the organisation's policy on health and safety. The policy should be routinely revised and brought to the attention of all staff. Essential criteria: To be effective, the policy should: contain a general statement of aims and objectives for improving health and safety that are preventative in nature express clear commitment to the health and safety of staff, visitors and contractors express clear commitment to improving health and safety performance, legislative compliance, and to the allocation of appropriate resources, e.g. human resources, financial resources, etc express a clear commitment to take a risk management approach to OHS recognise the key role of consultation between staff and management on OHS issues be clearly communicated to all staff within the agency on a regular basis outline responsibilities of all parties including senior management, supervisors and employees Best practice criteria: In addition, a best practice policy should: be signed by the current CEO be up to date (dated within last twelve months or reviewed through quality procedures annually) specify a systematic approach to planning and implementing OHS specify the negotiated and agreed arrangements for continuing consultation about health and safety include a review mechanism, which recognises the need to regularly scrutinise and review performance where applicable, refer to related policies such as injury management, rehabilitation Examples of Verification: Documented health and safety policy that is current, signed by the CEO and contains essential and best practice elements listed in guidance. Speak with representatives from management and staff groups to verify awareness and knowledge of OHS policy, particularly in regions and areas. Policy posted in every work area and/or staff notice board. Copy of policy provided at induction and/or on intranet. Verify mechanisms for review of policy e.g. linked to quality procedures, internal audit. Refer to related policies e.g. risk management, injury management, rehabilitation. Verify mechanism for refreshing and/or updating staff on content and/or amendments to policy. Links: PC 4 Consultation, PC 6 Information, Instruction and Training, PC 10 Measuring and Evaluating OHS Performance, PC 11 Reviewing OHS Performance Performance Target: By / / there is a documented OHS policy that clearly states the CEO's commitment to the OHS function, outlines the responsibilities for all parties and is clearly communicated to all staff. EVALUATION Rating Criteria for Performance Measurement: A- There is a written policy that meets all the essential and best practice criteria in the guidance. B- There is a written policy that meets all the essential criteria in the guidance and specifies a systematic approach to planning and implementing OHS C- There is a written policy that meets all the essential criteria in the guidance. The policy does NOT specify a systematic approach to planning and implementing OHS D- There is evidence of a draft policy but it is not yet implemented. E- There is no evidence of an organisational health and safety policy. RATING A B C D E Premier's Department Review and Reform Division 2

7 OHS Policy and Commitment OHS IMPROVEMENT STANDARD OHS Policy COMMENTS Premier's Department Review and Reform Division 3

8 OHS Policy and Commitment OHS IMPROVEMENT STANDARD Management Responsibility PERFORMANCE CRITERION 2 Performance agreements for Executives and senior managers include statements of responsibility for OHS. INFORMATION Source: Taking Safety Seriously 2002 p 21 and p 64 Guidelines for Developing Performance Agreements for CEO's - PSMO, Strategic Policy and Reform, January 1999 Guidance: All managers, from CEO to line managers and supervisors, are responsible for OHS. The CEO has ultimate responsibility for the agency's OHS performance and for ensuring that the OHS management system is operating effectively. This responsibility should be spelt out as a key accountability in the CEO's performance agreement supported by specific strategies. However, the CEO may delegate responsibility for specific OHS activities to senior managers. It is important that these specific OHS activities are included in the senior managers' performance agreements. Likewise, where line managers and supervisors have specific OHS activities, these must be set out in their performance agreements. Sample OHS activities are provided in Taking Safety Seriously 2002 (p 64). Essential Criteria: OHS is set out as a key accountability in CEO's performance agreement the key accountability is supported by specific strategies specific OHS activities are included in senior managers' performance agreements the OHS activities link to and reflect agency's corporate OHS objectives performance measures are developed to assess senior manager's progress with OHS activities Best Practice Criteria: In addition to ensure best practice: progress with OHS activities performance are measured on an annual basis outcomes of progress is recorded centrally and reported to the CEO on at least a annual basis OHS activities are reviewed, so that they align with OHS corporate objective Examples of Verification: Speak with senior managers to determine their awareness of OHS responsibilities written into performance agreements and actions taken to implement activities. Evidence of progress with targets set in performance agreements is being achieved. Evidence that performance agreements are reviewed and updated on a yearly basis. Evidence that progress against targets are centrally recorded and reported to CEO. Links: PC 1 OHS Policy, PC 3 Planning Processes, PC 4 Consultation, PC 10 Measuring and Evaluating OHS Performance, PC 11 Reviewing OHS Performance, PC 12 CEO Reporting Performance Target: By / / performance agreements for Executives and senior managers include statements of responsibilities for OHS. EVALUATION Rating Criteria for Performance Measurement: A- Performance agreements of Executives and senior managers include statements of responsibility to OHS that meet all the essential and best practice criteria in the guidance. B- Performance agreements of Executives and senior managers include statements of responsibility to OHS that meet all the essential criteria and are reviewed annually by the CEO. C- Performance agreements of Executives and senior managers include statements of responsibility to OHS that meet all the essential criteria but they are NOT reviewed annually by the CEO. D- There is evidence of plans to include OHS responsibilities in performance agreements of Executives and senior managers but it has not yet been implemented. E- There is no evidence of OHS responsibilities built into the performance agreements of Executives and senior managers. RATING A B C D E COMMENTS Review process for development of performance agreements of Executives and senior managers and identify OHS responsibility statements are included. Check these responsibilities link to corporate/business OHS objectives. Assess adequacy of these statements, i.e. are responsibility statements specific, have targets been set. Review examples of performance agreements. Premier's Department Review and Reform Division 4

9 OHS Policy and Commitment OHS IMPROVEMENT STANDARD Management Responsibility Premier's Department Review and Reform Division 5

10 Planning OHS IMPROVEMENT STANDARD Planning Processes PERFORMANCE CRITERION 3 The agency's planning processes include OHS as a key objective supported by defined measurable outcomes. INFORMATION Source: Taking Safety Seriously 2002 p 5 and p 23 Occupational Health and Safety Regulation 2001 cl 17 AS 4804 p 14 Guidance: Planning for OHS is fundamental to continuously improving the management of OHS. It is a key requirement for agencies in 'Taking Safety Seriously 2002'. Planning for the effective management of OHS involves four main activities: reviewing operational activities of the organisation and identifying specific OHS risks for control identifying legislative requirements to be complied with consultation with employees who may be affected by the risks planning to manage OHS risks Essentially, planning within government agencies is conducted at a corporate and business unit level, however some larger government agencies may also develop OHS plans at an operational or branch level. Clause 17 of the OHS Regulation also requires employers to ensure arrangements are in place for emergency planning. Essential Criteria: the agency has a corporate plan that includes OHS as a objective that links to the agency s Key Result Area the corporate plan contains as a minimum: clearly defined objectives and measurable targets derived from the risk assessment process performance indicators that will allow the agency to measure progress in achieving objectives and targets specific actions to be taken to achieve the objectives and targets, within a set timeframe assigned responsibility for the achievement of the objective and targets the business plan contains specific OHS actions to assist in meeting the corporate OHS objective planning for OHS is undertaken in consultation as per agreed consultation arrangements arrangements are in place for emergency planning Best Practice Criteria: planning for OHS is based on the key priorities identified in the risk assessment process and key legislative requirements. a specific OHS plan is developed that links to the agency's corporate and business plan, by reference to a corporate objective progress with OHS Plan is discussed at executive meetings and outcomes reported to CEO planning for OHS is reviewed on a regular basis (at least annually) in consultation with management, staff and unions, updated where required, and clearly communicated to management and staff Examples of Verification: Check agency's plans and identify OHS objective in corporate and business plan. Discuss basis for development of objective in plan. Plan should reflect high risk and/or emerging OHS issues as identified through risk assessment process and/or claims, accident, injury recording and analysis and current legislative impacts. Check OHS plan for its link to the corporate and business plans, e.g. reference to plan; key objective in corporate plan is OHS and wellbeing of employees and/or improving OHS performance. Evidence that responsibilities for actions have been assigned and evidence of timetable for action and where appropriate linked to performance agreement. Evidence that assigned actions are to be completed by specified date in plan. Evidence of involvement of employees and health and safety representatives in development of plan. Evidence of consultation with employees and health and safety representatives regarding development and any changes to the plan. Evidence of awareness of OHS Plan and its content amongst management and staff and in regional/area locations. Evidence that management and staff are kept up to date with progress on the plan. Evidence that plan is discussed at executive meetings. Evidence of emergency planning Evidence of progress reports to CEO. Links: PC 2 Management Responsibility, PC 4 Consultation, PC 5 Risk Management, PC 6 Information, Instruction and Training, PC 10 Measuring and Evaluating OHS Performance, PC 11 Reviewing OHS Performance, PC 12 CEO Reporting Performance Target: By / / the agency's plans include OHS as a key objective supported by defined measurable outcomes. EVALUATION Rating criteria for Performance Measurement: A- The agency's plans meet all the essential and best practice criteria contained in the guidance. B- The agency's plans meet all of the essential criteria in the guidance. The OHS objective is Premier's Department Review and Reform Division 6

11 Planning OHS IMPROVEMENT STANDARD Planning Processes based on the key priory identified in the risk assessment process and is reviewed at least annually. C- The agency's plan meets all of the essential criteria in the guidance. The OHS objective is NOT based on the key priorities identified in the risk assessment process and/or reviewed at least annually. D- There is evidence of the agency's plans including an OHS objective but it is NOT yet implemented. E- There is no evidence of an OHS objective in the agency's planning processes. RATING A B C D E COMMENTS Premier's Department Review and Reform Division 7

12 Implementation OHS IMPROVEMENT STANDARD Consultation PERFORMANCE CRITERION 4 There is a process in place for effective consultation on OHS issues. INFORMATION Source: Taking Safety Seriously 2002 p 9, 26 Occupational Health and Safety Act 2000 s Occupational Health and Safety Regulation 2001 cl Code of Practice OHS Consultation 2001 Guidance: To continuously improve OHS performance, the CEO and senior managers of an agency need to implement effective consultation with employees and union representatives on OHS issues. Consultation is also a legislative requirement under section 13 of the Occupational Health and Safety Act For most government agencies, employee consultation will be through OHS committees, however employees may elect OHS representatives to represent a particular workgroup or request representation by a Federal or State industrial organisation. Consultation arrangements should be negotiated with employees and union representatives and once agreed documented and communicated to all staff. Consultation should be ongoing but specifically occur whenever the senior management of the agency are considering any changes to the operation and or design of the workplace and/or whenever an employee, employee OHS representative, or manager is aware of an issue that has implications for the health, safety or welfare of employees. Essential Criteria: a negotiated consultative arrangement is in place that is facilitated by: An OHS committee election of OHS representatives other agreed arrangements senior management are involved and active in the OHS consultation arrangements consultation occurs whenever: planning new facilities or refurbishing existing facilities investigating incidents reviewing risk assessments or implementing controls developing, implementing and evaluating OHS programs, policies, procedures and management systems determining training needs planning changes to work practices, or introducing new ones planning to purchase new or different plant or substances information about OHS is shared with employees and employees are given the opportunity to participate in decisions affecting OHS and those views are taken into account the consultation process is clearly communicated to all staff Best Practice Criteria: To meet best practice requirements: additional forms of consultation are provided e.g. information sessions and focus groups including OHS on staff meeting agendas encouragement of staff suggestions and input into consultation process OHS newsletters and/or inclusion of OHS matters in staff newsletters tool box meetings the consultation process links to the OHS planning process Examples of Verification: Written policy, procedure, statement on consultation arrangements. Evidence of established and implemented arrangements for consultation e.g. OHS committees, election of OHS representatives that meets legislative requirements. Evidence that consultation arrangements are currently active, e.g. regular meetings, examine minutes of meetings. Evidence that recommendations of OHS committees are implemented. Evidence that employees are involved in decisions on risk control measures, changes to workplace premises, plant and/or hazardous substances and in the development of the procedure for consultation. Evidence that employees are actively involved in committees and/or consultation process. Evidence that senior management are involved in committees e.g. review and decision making of recommendations of committees. Evidence that the consultation process is clearly communicated to staff. Links: PC I OHS Policy, PC 2 Management Responsibility, PC 3 Planning Processes, PC 5 Risk Management, PC 6 Information, Instruction and Training, PC 7 Injury Treatment and Management, PC 8 Claims Management, PC 9 Incident Recording, Investigation, Analysis and Review, PC 10 Measuring and Evaluating OHS Performance, PC 11 Reviewing OHS Performance, PC 12 CEO Reporting Performance Target: By / / consultative arrangements are in place for making decisions about and communicating OHS issues within the agency. EVALUATION Rating Criteria for Performance Measurement: A- There is a process for consultation of OHS issues that meets all the essential and best practice criteria in the guidance. B- There is a process for consultation of OHS issues that meets all of the essential criteria in the guidance. The consultation process links to the OHS planning process. Premier's Department Review and Reform Division 8

13 Implementation OHS IMPROVEMENT STANDARD Consultation C- There is a process for consultation for OHS issues that meets all of the essential criteria in the guidance. The consultation process is NOT linked to the planning process. D- There is evidence of a process for consultation of OHS being developed, but it has not yet been implemented. E- There is no evidence of a consultation process in place for OHS issues. RATING A B C D E COMMENTS Premier's Department Review and Reform Division 9

14 Implementation OHS IMPROVEMENT STANDARD Risk Management PERFORMANCE CRITERION 5 Health and safety risks are systematically identified, assessed, eliminated or controlled and recorded on a continuous basis. INFORMATION Source: Taking Safety Seriously 2002 p 29 and p 35 Occupational Health and Safety Regulation 2001 cl 9-20 AS 4804 p 22 Guidance: Identifying, assessing and managing workplace risks is key to preventing incidents, injuries and illnesses in the workplace. This is also a central legislative requirement under the Occupational Health and Safety Regulation To comply with the legislation and meet government policy objectives, agencies must have specific procedures in place to systematically identify, assess and then eliminate or control workplace risks. In addition, this information will assist agencies to plan and develop targeted injury prevention strategies. Risk management must be undertaken in consultation with employees and unions. Essential Criteria: there is a process in place for the identification, assessment and elimination or control of all hazardous activities associated with: work premises, facilities, materials and equipment the layout and condition of the workplace work practices (including manual handling), work systems and shift working arrangements the process includes hazards such as the potential for workplace stress and violence Hazard Identification health and safety risks are systematically identified: prior to procurement of goods and services prior to completion of design work for new and refurbished premises through regular workplace inspections reviewing hazard/incident data through task analysis Risk Assessment risk assessment takes into consideration: the frequency of exposure of staff and others potential severity of outcome likelihood of occurrence prioritisation of risks need for review (the risk assessment should be reviewed whenever the risk assessment is no longer valid, injury or illness results from exposure to a hazard which the risk assessment relates, or a significant change is proposed in the place of work or in work practices and procedures to which the assessment relates) consultation with managers, staff and unions Risk Control agencies plan the management and control of activities, products or services that can pose risks to the health and safety of employees. Risk control strategies consider: Elimination Substitution Isolation Engineering Administration Personal Protective Equipment Best Practice Criteria: To ensure continued effectiveness: prioritised risks should be documented in a risk register or action plan prioritised safety improvements should be included in the planning process and aligned to senior managers' performance agreements there should be a mechanism for the early reporting of significant risks to the CEO there is a mechanism for the ongoing review of the risk management process Examples of Verification: Written policy and/or procedure for risk management. Documentary evidence of hazard, risk identification process in place such as hazard identification reports, completed checklists for work areas reviewed. Evidence that hazards identified are assessed for their risk potential and risks are prioritised and documented e.g. risk register, risk assessment reports, prioritised risk assessment report, action plan. Evidence that risk management is integrated into planning and design of work environment and tasks, design and purchase of equipment, purchase of good/services especially contractor services (sight policies if available, verify with staff, review contractor safety process). Evidence of risk assessments undertaken for specialist tasks such as use of hazardous substances, manual handling or when hiring equipment. Evidence that risk assessments are reviewed as required in guidance. Evidence that accident/injury information are reviewed and incorporated into risk assessment processes. Evidence that claims history is incorporated into risk assessment processes. Evidence that employees/committees, health and safety representatives are consulted and involved in hazard identification/risk assessment processes; ask employees. Premier's Department Review and Reform Division 10

15 Implementation OHS IMPROVEMENT STANDARD Risk Management Evidence that priority safety improvements are included in OHS Plan. Evidence of formal review and maintenance of risk management system. Links: PC 1 OHS Policy, PC 2 Management Responsibility, PC 3 Planning Processes, PC 4 Consultation, PC 9 Incident Recording, Investigation, Analysis and Review, PC 10 Measuring and Evaluating OHS Performance, PC 11 Reviewing OHS Performance, PC 12 CEO Reporting Performance Target: By / / a risk management approach to hazard identification, elimination or control has been developed and is implemented. EVALUATION Rating Criteria for Performance Measurement: A- There is a process in place for the identification, assessment and elimination or control of health and safety risks that meets all the essential and best practice criteria in the guidance. B- There is a process in place for the identification, assessment and elimination or control of health and safety risks that meets all of the essential criteria in the guidance. A risk register or action plan is developed and it is linked to the agency planning processes. C- There is a process in place for the identification, assessment and elimination or control of health and safety risks that meets all the essential criteria in the guidance. A risk register or action plan is developed, but it is NOT linked to the agency planning processes D- There is evidence of a process for the identification, assessment and elimination or control of health and safety risks but it is NOT yet implemented. E- There is no evidence of a hazard identification risk assessment process in place. RATING A B C D E COMMENTS Premier's Department Review and Reform Division 11

16 Implementation OHS IMPROVEMENT STANDARD Risk Management Premier's Department Review and Reform Division 12

17 Implementation OHS IMPROVEMENT STANDARD Information, Instruction and Training PERFORMANCE CRITERION 6 There is a process in place for providing information, instruction and training for all staff on OHS issues. INFORMATION Source: Taking Safety Seriously 2002 p 35 Occupational Health and Safety Act 2000 s 8 Occupational Health and Safety Regulation 2001 cl 13 and 31 Workplace Injury Management and Workers Compensation Regulation 2002 s 18 AS 4804 p 18 Guidance: A vital part of continuously improving OHS performance is the provision of information, instruction and training to all employees, including senior executives, managers and supervisors. OHS practitioners within agencies will also need ongoing specialist OHS training. Provision of information, instruction and training is an important means of achieving competence, capability and awareness and helps to ensure safe working practices are adhered to. It also contributes to improving the organisation's health and safety culture. The risk assessment and/or training needs analysis will help determine the level of information, instruction and training needed for each group of staff. Once these needs are identified they should be incorporated into the agency's planning processes. To ensure continued effectiveness, information instruction and training provided should be routinely evaluated. Essential Criteria: To meet the essential criteria, a process should be in place to ensure: each new employee receives induction training employees exposed to risks in the workplace are informed of procedures to maintain safety staff responsible for identifying, assessing and controlling workplace hazards are provided with information, instruction and training staff are trained whenever new equipment/plant is purchased or there are changes to the work environment managers and senior managers are provided with specific OHS information, instruction and training OHS practitioners undertake specific professional development training staff with OHS functions such as First Aid Officer, Fire Wardens, Return to Work Coordinators, committee members etc. are provided with ongoing specific agency information, instruction and training information, instruction and training is easy to understand, e.g. where English is a second language, consider providing information in the employee's native language information, instruction and training delivered is centrally recorded Best Practice: a needs analysis is carried out to identify information, instruction and training required within the agency the needs analysis is linked to the planning processes information, instruction and training provided is evaluated information, instruction and training needs are reviewed on at least an annual basis Examples of Verification: Written policy/procedure regarding OHS training. Evidence of Training Needs Analysis, yearly training program and review mechanism. Evidence that OHS training is being implemented e.g. review training records. Dedicated OHS trainer/training unit and/or training contracted out to external provider. Evidence of current OHS training provided in: induction programs staff development programs supervisor and management training Senior Executive Training specific hazard and hazard management training on the job training work systems and procedures training first aid training fire Warden training emergency response training committee training specialist for OHS practitioners Verify availability and access to OHS training with staff and management in regions/areas. Verify training objectives are incorporated into OHS Plan. Evidence of training needs review. Evidence of evaluation. Links: PC 3 Planning Processes, PC 4 Consultation, PC 5 Risk Management, PC 10 Measuring and Evaluating OHS Performance, PC11 Reviewing OHS Performance, PC 12 CEO Reporting Performance Target: By / / there is a process in place for providing information, instruction and training of all staff in OHS matters. EVALUATION Rating Criteria for Performance Measurement: A- There is a process in place for providing information, instruction and training to all staff on OHS issues that meets all the essential and best practice criteria in the guidance. B- There is a process in place for providing information, instruction and training to all staff on OHS issues that meets all the essential criteria in the guidance. An information, Premier's Department Review and Reform Division 13

18 Implementation OHS IMPROVEMENT STANDARD Information, Instruction and Training instruction and training needs analysis is undertaken. C- There is a process in place for providing information, instruction and training to all staff on OHS issues that meets all the essential criteria in the guidance. An information, instruction and training needs analysis is NOT undertaken. D- There is evidence of a plan for providing information, instruction and training to all staff on OHS issues but it is not yet implemented. E- There is no evidence of a process for providing information, instruction and training of staff on OHS issues. RATING A B C D E COMMENTS Premier's Department Review and Reform Division 14

19 Implementation OHS IMPROVEMENT STANDARD Injury Treatment and Management PERFORMANCE CRITERION 7 There is a process in place for the effective treatment and management of injuries. INFORMATION Source: Taking Safety Seriously 2002 p 37 Occupational Health and Safety Regulation 2001 cl 17 and cl 20 Workplace Injury Management and Workers Compensation Act 1998 Chapter 3 WorkCover Rehabilitation Procedures Revised 1998 Workplace Injury Management and Workers Compensation Regulation 2002 s 18 AS 4804 p 34 Guidance: While prevention should always take priority in workplace safety management, the possibility of unplanned incidents and a resultant injury must be considered. Systematic Injury Management is a term which encompasses a number of activities including injury treatment and injury management. Injury treatment is aimed at providing immediate response to workplace incidents. Injury management is aimed at getting an injured worker, who has suffered a significant injury or illness back into the work environment as quickly and safely as possible. The Workplace Injury Management and Workers Compensation Regulation 2002 requires employers to appoint and train return to work coordinators to assist in returning injured employees to work as quickly and safely as possible. Under the Workplace Injury Management and Workers Compensation Act 1998 the insurer is responsible for developing injury management plans for employees with significant work-related injuries and providing both the agency and injured worker with information regarding the injury management plan. Essential Criteria: To satisfy the essential criteria an agency should have a process in place for injury treatment and injury management that includes the following: Injury treatment first-aid facilities; e.g. first aid officers, kits, rooms, trained personnel arrangements with local Medical centre/gp/staff health centre for priority treatment notification to Return to Work Coordinator or other relevant personnel of accident and/or any resultant injury Injury management appointment of Return to Work Coordinators notification of significant and non-significant injuries to insurer within the 48 hour and 7 day reporting requirements respectively participation in the development of an injury management plan for significant injuries with the insurer early intervention e.g. early contact with injured worker to establish nature and severity of injury early injury management e.g. contact with treating doctor etc to establish appointment of rehabilitation provider early and safe return to work e.g. establishment of return to work plan, modification to work environment/tasks, establishment of suitable duties monitoring of progress e.g. ensuring injured worker's progress is consistent with rehabilitation plan display of worker's compensation posters managers of injured workers are actively informed of and involved in injury management Best Practice Criteria: establishment of injury treatment and/or injury management policy communication of injury treatment/injury management process to all staff injury treatment and management processes are regularly reviewed the agency provides adequate financial and budget support to the injury treatment and injury management process Examples of Verification: Written policy/procedures for injury treatment and management and return to work. Sight Workers Compensation Act posters in workplace and First Aid posters. Appointment of WorkCover NSW accredited Return to Work Coordinators. Appointment of first aid officers (verify currency of certification e.g. through Corporate HR). Evidence of early intervention e.g. first aid treatment, contact with injured worker by Return to Work Coordinator (check date of contact and action, verify action). Evidence of participation in development of injury management plans for injured workers with the insurer. Evidence of implementation of early return to work program for injured workers; e.g. RTW programs (check date of injury, contact with injured worker and actual RTW program). Evidence of involvement of management in injury management and RTW. Evidence of provision of modified or alternative duties. Evidence of budget to support injury management. Evidence of communication of injury treatment/management process to staff and managers (talk with staff in regions/areas to confirm awareness of process). Evidence of ongoing injury management program e.g. case management reports, introduction of rehabilitation providers. Evidence of process for ongoing liaison with all key stakeholders e.g. treating doctor, manager, Return to Work Coordinator/ rehabilitation provider. Premier's Department Review and Reform Division 15

20 Implementation OHS IMPROVEMENT STANDARD Injury Treatment and Management Links PC 2 Management Responsibility, PC 4 Consultation, PC 9 Incident Recording, Investigation, Analysis and Review, PC 10 Measuring and Evaluating OHS Performance Performance Target: By / / an injury treatment and management process is implemented within the agency that emphasises early treatment/management of injuries and early return to work. EVALUATION Rating Criteria for Performance Measurement: A- There is a process in place for the treatment and management of injuries that meets all the essential and best practice criteria in the guidance. B- There is a process in place for the treatment and management of injuries that meets all of the essential criteria in the guidance. The process is clearly communicated to all staff and managers. C- There is a process in place for the treatment and management of injuries that meets all of the essential criteria in the guidance. The process is NOT clearly communicated to all staff and managers. D- There is a draft process in place for the effective treatment and management of injuries but it is not yet implemented. E- There is no evidence of an effective injury treatment and/or management process in place. RATING A B C D E COMMENTS Premier's Department Review and Reform Division 16

21 Implementation OHS IMPROVEMENT STANDARD Claims Management PERFORMANCE CRITERION 8 There is a process in place for the timely and effective management of workers compensation claims. INFORMATION Source: Taking Safety Seriously 2002 p 39 Workplace Injury Management and Workers Compensation Act 1998 Chapter 4 Guidance: Efficient and effective claims management is in the interests of both the employer and employees. Effective claims management: supports early injury intervention and management ensures early notification of the status of claims facilitates prompt compensation payments allows for timely closure of finalised claims regular reviews of outstanding claims The Treasury Managed Fund (TMF) is an insurance scheme owned and underwritten by the NSW Government, providing a full range of insurance covers and services for approximately 150 NSW Government agencies (note that not all government agencies participate in the Fund). A Fund Manager has been appointed to administrate and manage workers compensation claims. The Fund Manager is currently GIO. Essential Criteria: To meet the essential requirements, the worker's compensation claims management process implemented by the agency should: obtain data, statistics and reports from the insurer and track the progress of all provisional liability cases, including those that are resolved in the first 12 weeks and those that go on to become claims conduct quarterly claims reviews with the insurer's claims manager provide continuous case management of claims to ensure a return to work or the settling of the claim ensure managers and supervisors are actively involved in claims management and advise relevant parties about any information which may impact on the claim Best Practice Criteria: In addition, the facilitate continuous improvement of claims management, the process should: regular reporting and analysis of claims data is undertaken by agency to understand claims trends and identify improvements and opportunities in claims management outcomes of analysis and actions for improvement are reported to the senior manager responsible for claims management and/or insurance management and outcomes for improvement are incorporated into the planning processes annual report to CEO on progress of workers compensation claims management Examples of Verification: Review written procedures/policy on claims management, check process for reporting claims to TMF, check reporting complies with legislation. Evidence of timeliness of notification of claims to central claims area and/or TMF. Evidence of process for contact with injured worker e.g. case management reports. Evidence of ongoing review of claims e.g. reports from Magellan/Cogen, regular meetings with TMF, documented actions to improve case management. Evidence of review of claims by management, i.e. check that managers know status of claims in area of responsibility. Evidence of analysis of claims statistics and regular reporting of outcomes to senior management. Evidence that managers/supervisors are active in claims management in their area of brief. Evidence that regular reporting and analysis of claims data is undertaken by agency. Evidence that outcomes of analysis and actions for improvement are reported to senior decision maker. Links: PC 2 Management Responsibility, PC Planning Processes, PC 4 Consultation, PC 7 Injury Treatment and Management, PC 9 Incident Recording, Analysis and Review, PC 10 Measuring and Evaluating OHS Performance, PC 11 Reviewing OHS Performance, PC 12 CEO Reporting Performance Target: By / / a process is in place for the timely and effective management of workers compensation claims. EVALUATION Rating Criteria for Performance Measurement: A- There is a process in place for the management of workers compensation claims that includes all essential and best practice criteria. B- There is a process in place for the management of workers compensation claims that meet all of the essential criteria. Regular reporting and analysis of claims data is undertaken, reported to a senior manager and outcomes incorporated into the planning processes. C- There is a process in place for the management of workers compensation claims that includes all of the essential criteria. Regular reporting and analysis of claims data is NOT undertaken, reported to senior Premier's Department Review and Reform Division 17

22 Implementation OHS IMPROVEMENT STANDARD Claims Management manager and/or outcomes included into the planning process. D- There is evidence of development of a claims management process, however it is not yet implemented. E- There is no evidence of a claims management process in place. RATING A B C D E COMMENTS Premier's Department Review and Reform Division 18

23 Implementation OHS IMPROVEMENT STANDARD Incident Recording, Investigation, Analysis and Review PERFORMANCE CRITERION 9 There is a process in place to record, investigate, analyse and review all workplace related incidents and outcomes made available to key stakeholders in the Annual Report. INFORMATION Source: Taking Safety Seriously 2002 p 43 and p 46 Workplace Injury Management and Workers Compensation Act 1998 s 44, s63 Occupational Health and Safety Regulation 2001 cl Annual Reports Regulation 2000 Guidance: The recording, investigation, analysis and review of workplace incidents (such as accidents, injuries, illnesses, near misses) and notices received from WorkCover NSW will help identify problem areas where incidents arise frequently. It will also help agencies in their risk assessment process by providing useful information for injury prevention. Recording workplace injuries is also a legislative requirement under the Workplace Injury Management and Workers Compensation Act In addition, the Annual Reports (Departments) Regulation 2000 requires agencies to include a statement in their annual reports setting out the department's OHS performance during the year. This statement needs to include details of workrelated injuries, illnesses and prosecutions under the OHS Act and therefore informs key stakeholders of the agency's progress with improving OHS performance. Essential Criteria: To satisfy the essential criteria an agency should have a process in place for incident recording, investigation and analysis that includes the following: Incident recording a register of injuries as required under the section 63 of the Workplace Injury Management and Workers Compensation Act 1998 a central repository for recording all workplace related accidents, injuries, illnesses, near misses and notices issued by WorkCover NSW mechanism for reporting all significant injuries to WorkCover NSW mechanism for reporting injuries to Return to Work Co-ordinator Incident investigation an established incident investigation process investigations of incidents that lead to a workers compensation claim or hazard report to determine underlying causes repository for centrally recording results/ corrective actions of incidents mechanism for informing CEO of all serious incidents Incident Analysis injuries, ill health and other unplanned events are analysed at least yearly to establish underlying trends notices issued by WorkCover NSW are analysed to assist in identifying potential system failures within agencies regular management reporting which result in management action results of the analysis are made available to the CEO the number of work related injuries, illnesses and prosecutions are included in the annual report Incident Review actions identified are prioritised and implemented to reduce the incidence and severity of accidents/injuries prioritised actions are incorporated into the planning process risk assessment of activity/process where injury/illness occurred is reviewed Best Practice Criteria: one form is used for recording all incidents form complies with AS 1885 the incident recording system is automated investigation of all incidents is carried out regardless of seriousness serious incidents are investigated by a senior manager of the area the incident occurred in a mechanism is in place for checking corrective actions recommended from the incident investigation and analysis are implemented incident information is analysed quarterly information from the analysis of accidents, injuries, incidents and notices is made available to all staff information from the analysis of accidents, injuries, incidents and notices is made available to key stakeholders in the Annual Report Example of Verification: Written policy or policies and/or procedures on the management of workplace accident, injury, incidents and notices. Evidence of register of injuries and/or incident recording system. Evidence of reporting significant injuries to WorkCover. Evidence of reporting injuries to Return to Work Co-ordinator. View completed incident report forms and/or incident management software. Evidence that a central repository for collection and analysis of incidents exists. Evidence that accident, injury, illness, incident and notice investigation processes are implemented in regions and/or areas reviewed. Evidence that corrective actions identified in the analysis process are implemented. Evidence that data collected is reviewed/analysed on at least a quarterly basis. Premier's Department Review and Reform Division 19

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