A Management Systems Approach to Ergonomics Programs Elise Condie, M.S., CPE Senior Consultant
What is OHSAS 18001? An interna)onal standard for occupa)onal health and safety management systems (OHSMS) Helps organiza)ons to: Iden)fy & control health and safety risks Reduce the poten)al for accidents and losses Aid legal compliance Improve overall business performance 2
OHSAS 18001 It is not: A guaranteed means of ensuring compliance with legisla)on Just a marke)ng exercise Specific in the objec)ves and targets an organiza)on needs to set 3
OHSAS 18001 The elements of an effec)ve OHSMS Can be integrated with other management systems (ISO 14001, ISO 9001, etc.) Expected to be superseded by ISO 45001 in 2016- changes have not been finalized yet 4
Why Use OHSAS 18001 as a Program Framework? Solves problems using the plan, do, check, act quality management cycle Helps achieve consistency across mul)ple loca)ons Provides clear policies and processes for everyone to follow Provides a documented evidence trail for your program 5
Accreditation vs. Implementation Not all systems designed to OHSAS 18001 need to be accredited You can design cri)cal parts of your system to meet the standard without seeking accredita)on, e.g. your ergonomics program 6
Elements of OHSAS 18001 Commitment and policy Planning Implementa)on and opera)on Checking Audit Management review 7
Commitment and Policy Documented ergonomics policy/ program Execu)ve commitment to providing essen)al program elements: Adequate resources (so`ware, assessments, etc.) Establishing program objec)ves and targets Ensuring ac)ve par)cipa)on by employees Ensuring adequate training and competency 8
Gaining executive commitment Outline benefits of program: Control workers compensa)on costs Proac)vely and efficiently address issues Increase worker engagement and produc)vity Reduce waste by systema)cally addressing program inefficiencies 9
How Could You Do This? Ergonomics sub- site on your Intranet Include management commitment statement in your ergonomic program Set program objec)ves/targets Feedback data to employees- personal objec)ves and targets Measure program par)cipa)on Use data to determine whether resources are sufficient 10
Sample Data - Change in Risk Level 0.2 0.15 0.1 0.05 0-0.05 January February March April May June July August September October November December - 0.1-0.15-0.2-0.25 11
Sample Data - Request Turnaround Time 45 40 35 30 25 20 15 10 1- Medical Request / HR 2- Constant Discomfort / High Risk 3- Frequent Discomfort / High or Mod Risk 5 0 12
Feedback Data to Employees 13
Feedback Data to Employees 14
Measure Program Participation 15
Planning Systema)cally iden)fy ergo specific risks/ hazards, e.g. furniture design Decide what risk you will accept Compliance requirements have been iden)fied Program document describes how this will happen 16
How Might You Do This? Rou)ne inspec)ons/ walkthroughs (evidence trail) Ergonomics standards- furniture, equipment Legal requirements register or similar Informa)on included in program document 17
Standard Ergonomic Catalog 18
Ergonomics Intranet Single source of informa)on Globally accessible Hosts program documenta)on 19
Implementation & Operation Clearly defined management responsibili)es Responsibili)es and accountabili)es are clearly communicated Training (including refreshers) is available Specialist advice is available where needed Systema)c consulta)on occurs 20
What would this look like? Program and guidance clearly define who does what and who decides what Training and other communica)ons convey relevant program aspects Globally experienced ergonomist provides input to program Employee input is solicited and used 21
Ergonomics Intranet Who does what 22
Training and Communications Describes what to do/ who does what 23
Employee input is solicited Monthly Feedback Survey Results Survey Responses 100% 98% 96% 94% 92% 90% 88% 86% 84% 82% 80% Employees Recommend the OES Employees Expect to Be More Comfortable Employees Will Make Behavior Changes 24
Checking Performance is regularly assessed Proac)ve and reac)ve measures are used Ac)on is taken where necessary (evidence needed) Legal compliance is monitored Evidence is retained 25
Performance Assessment Change in risk Change in par)cipa)on Effec)veness of evaluators Number of requests Number of program performance issues 10000 9500 9000 8500 8000 7500 9303 9723 26
Audit Scheduled program audits take place Auditors are competent and independent Performed to established criteria Results are communicated as relevant Audit results drive correc)ve ac)ons 27
Corrective Action This system element allows you to assign and track improvement ac)vi)es Can use forms, spreadsheets, or so`ware to manage this 28
Management Review Scheduled program reviews take place Reviews consider overall program performance Review is forward- looking and proac)ve Seeks input of interested external third par)es (evaluators, training providers, customers, etc.) Iden)fies decisions and ac)ons that will drive con)nuous improvement 29
Taking a Management Systems Approach Assess where you are now Make a business case for change Redevelop & re- implement your new system Review your system and prove it is working Monitor and con)nually improve Ensure ac)vi)es generate evidence of comple)on 30
Assess Where You Are Now Understand the standard (OHSAS 18001) Iden)fy the gaps in your program Ac)vi)es not occurring (e.g. consulta)on) Performance not mee)ng targets 31
Make Your Business Case Know why taking a management systems approach will benefit: Employees Leadership Clients Others 32
Continuous Improvement Cycle 33
Redevelop and Re-Implement Include missing elements Consider change management aspects when re- launching your program If your program is very complex or geographically dispersed, consider a staged re- launch 34
Review Your System Prove your system is working as intended Collect evidence to support this- should form the basis for a management review Consider internal and external expecta)ons (employees, leadership, clients, regulators) when performing this review 35
Monitor and Continually Improve Determine the most appropriate monitoring frequency (Weekly? Monthly?) Take ac)on based on the outcome of your review Create an evidence trail to show that ac)ons were completed U)lize local resources to help you monitor 36
Tips For Implementation Get senior management commitment Ensure internal communica)ons are effec)ve Con)nually review your program structure and approach against OHSAS 18001 requirements Seek and ac)on internal/ external feedback 37
Tips For Implementation (cont d) Establish an implementa)on team Leadership/ authority Stakeholder representa)on Map out and share program launch and implementa)on roles, responsibili)es, and )meframes Responsibili)es may vary (global vs local) Get staff involved in training and incen)ves 38
Tips For Implementation (cont d) Share program knowledge and train staff as program auditors Regularly and cri)cally review and improve your system 39
What s Next? Consider gradually conver)ng all EH&S programs to an OHSAS 18001 format a`er your first success Some processes can be leveraged for more than one program Consider genng your system formally accredited to the Standard if there is a business case for it 40
Questions? Elise Condie, M.S., CPE Senior Consultant condiee@eorm.com 510-995- 5418 41