ISO 45001:2018 Requirements
The organization shall determine and provide the resources needed for the establishment, implementation, maintenance and continual improvement of the OH&S management system.
As per Annex A (Guidance on the use of ISO 45001:2018 standard) of ISO 45001:2018 standard it further explains
Examples of resources include human, natural, infrastructure, technology and financial. Examples of infrastructure include the organization’s buildings, plant, equipment, utilities, information technology and communications systems, and emergency containment systems.
Determining the resources needed for an Occupational Health and Safety (OH&S) Management System is a crucial step in ensuring the system’s effectiveness in preventing workplace injuries and illnesses. Here’s a step-by-step guide on how an organization can determine the resources required:
- Ensure that top management is committed to OH&S and understands its importance.
- Clearly define the scope of your OH&S Management System (e.g., specific locations, departments, processes). Set clear objectives and targets for OH&S performance.
- Identify workplace hazards and assess their risks. Prioritize hazards based on severity and likelihood.
- Identify relevant OH&S laws and regulations applicable to your industry and location.
- Determine the resources needed to achieve your OH&S objectives. These can include:
- Human Resources: Determine the number of personnel needed for OH&S roles (e.g., OH&S manager, safety officers, first aiders).
- Training: Identify training needs for employees, including OH&S awareness and specific job-related safety training.
- Equipment and Facilities: Assess the need for safety equipment, personal protective equipment (PPE), safety signage, and first-aid supplies.
- Technology: Consider software for incident reporting, data management, and monitoring compliance.
- Time: Allocate time for OH&S activities, such as inspections, incident investigations, and safety meetings.
- Financial Resources: Estimate the budget required for OH&S initiatives, including training, equipment purchases, and ongoing maintenance.
- Consultants or External Services: Assess whether you need to hire external experts or consultants for specific OH&S needs.
- Develop a risk management plan that outlines how resources will be allocated to control identified hazards and reduce risks.
- Create a detailed plan that outlines the allocation of resources, responsibilities, and timelines.
- Regularly review and update the resource plan to ensure it remains aligned with changing organizational needs and OH&S objectives. Continuously monitor resource utilization to identify any inefficiencies or shortfalls.
- Ensure that all employees are aware of the OH&S resource plan and their responsibilities. Provide training to employees on how to use safety resources effectively.
- Maintain records of resource allocation, training, equipment maintenance, and incident reports as evidence of compliance.
- Continuously seek opportunities to improve OH&S resource allocation and management based on data and feedback.
- If your organization seeks OH&S certification (e.g., ISO 45001), undergo audits to ensure compliance with the established resource plan.
Remember that resource allocation for OH&S should be dynamic and adaptable to changing circumstances. Regular reviews and updates are essential to maintain the effectiveness of your OH&S Management System. Additionally, involving employees in the process and fostering a culture of safety can contribute significantly to the success of your OH&S initiatives.
An effective Occupational Health and Safety (OH&S) Management System requires a variety of resources to ensure the safety and well-being of employees and compliance with relevant regulations. Here are some key resources needed for an OH&S Management System:
- Human Resources:
- OH&S Manager or Coordinator: Responsible for overall management of the OH&S system.
- Safety Officers: Personnel responsible for conducting safety inspections, incident investigations, and ensuring compliance.
- First Aid Personnel: Trained individuals to provide immediate medical assistance in case of injuries or illnesses.
- Emergency Response Team: Personnel trained to respond to workplace emergencies.
- Health and Safety Committee: A group of employees and management representatives who collaborate on safety matters.
- Training and Development:
- OH&S Training Programs: Training for employees on safety procedures, hazard identification, and emergency response.
- Training Materials: Development and maintenance of training materials and resources.
- Training Facilities: Adequate spaces and equipment for conducting training sessions.
- Safety Equipment and PPE (Personal Protective Equipment):
- Safety Gear: Helmets, gloves, safety glasses, ear protection, respiratory protection, etc., as needed for specific job tasks.
- Safety Equipment: Fire extinguishers, first-aid kits, safety showers, eye wash stations, etc.
- Safety Signage: Warning signs, exit signs, and other safety-related signs.
- Technology and Tools:
- Incident Reporting Software: Systems for reporting and tracking workplace incidents and near misses.
- OH&S Management Software: Tools for managing safety documentation, policies, procedures, and compliance.
- Monitoring Equipment: Devices for measuring exposure to hazards, such as noise, chemicals, or radiation.
- Safety Inspections and Audit Tools: Checklists and software for conducting safety inspections and audits.
- Financial Resources:
- Budget: Allocation of funds for OH&S initiatives, training, equipment, and ongoing maintenance.
- Insurance: Coverage for workplace accidents and liability.
- Allocated time for safety-related activities, including safety meetings, training sessions, and incident investigations.
- Consultants and Experts:
- External experts or consultants for specialized safety assessments, audits, or training.
- Documentation and Recordkeeping:
- OH&S Policies and Procedures: Documentation of safety policies and procedures.
- Incident Reports: Records of workplace accidents, near misses, and investigations.
- Training Records: Documentation of employee training and certifications.
- Safety Manuals: Comprehensive guides for employees on safety protocols.
- Communication Resources:
- Communication channels for disseminating safety information to employees.
- Safety Posters and Notices: Visual aids to reinforce safety messages.
- Legal and Regulatory Resources:
- Access to and knowledge of relevant OH&S laws and regulations.
- Legal counsel for compliance and guidance.
- Employee Involvement:
- Employee participation and engagement in safety initiatives and programs.
- Continuous Improvement:
- Resources allocated for evaluating and improving the OH&S Management System.
- Emergency Response Plans:
- Development and implementation of plans for responding to workplace emergencies.
- Safety Culture:
- Resources dedicated to fostering a culture of safety within the organization.
- External Relationships:
- Collaborative relationships with relevant authorities, agencies, and industry associations for information sharing and best practices.
It’s important to note that the specific resources needed may vary depending on the size, industry, and complexity of the organization. Regular assessment and review of resource allocation are essential to maintain and improve the effectiveness of the OH&S Management System.Providing the necessary resources for an Occupational Health and Safety Management System (OHS MS) is essential for creating a safe and compliant workplace. Here’s how organizations can ensure the provision of these resources:
- Start with a commitment from senior management to prioritize occupational health and safety within the organization. Their endorsement sets the tone for resource allocation.
- Allocate a specific budget for OH&S initiatives. This budget should cover personnel, equipment, training, and ongoing maintenance.
- Develop a comprehensive resource plan that outlines the specific needs for the OHS MS. This plan should cover human resources, equipment, training, and other essentials.
- Identify the most critical resources required for immediate implementation. Prioritize resources based on risk assessment and regulatory requirements.
- Involve employees in the resource planning process. They can provide valuable insights into the specific equipment or training needs for their roles.
- Provide training and education to employees, including managers and supervisors, on the importance of OH&S and the role they play in ensuring safety.
- Hire or designate individuals to fill roles related to OH&S. Ensure that these roles are adequately staffed based on the size and complexity of the organization.
- Purchase and maintain necessary safety equipment and personal protective equipment (PPE). Ensure that equipment is regularly inspected and replaced as needed.
- Invest in OH&S management software and tools to streamline processes, such as incident reporting, risk assessment, and compliance tracking.
- Develop and implement comprehensive training programs for employees, covering topics such as hazard identification, emergency response, and safe work practices.
- Establish and support safety committees composed of employees from various departments. These committees can help identify safety needs and promote a culture of safety.
- Invest in monitoring equipment and measurement tools to assess workplace conditions and exposure to hazards.
- Allocate resources to stay informed about and comply with OH&S laws and regulations specific to your industry and location.
- Dedicate resources to regularly review and improve the OHS MS based on data, feedback, and lessons learned.
- Establish communication channels for reporting safety concerns, incidents, and near misses. Allocate resources for prompt incident investigations and corrective actions.
- Encourage and support employee involvement in safety initiatives. Provide resources for their active participation and feedback.
- Allocate resources for maintaining proper documentation, records, and reporting systems required for compliance and continuous improvement.
- If necessary, engage external experts, consultants, or organizations to provide specialized knowledge or assistance in specific areas of OH&S management.
- Continuously review and assess the effectiveness of resource allocation to ensure that the OHS MS remains robust and responsive to changing needs.
- Allocate resources for periodic internal and external audits to assess compliance with OH&S standards and regulatory requirements.
By systematically planning, budgeting, and dedicating resources to occupational health and safety, organizations can create a safer work environment and reduce the risk of workplace incidents and injuries. Regular monitoring and adjustment of resource allocation are crucial to maintaining the effectiveness of the OHS MS over time.
Documented Information required
- Resource Needs Assessment: This document should outline the methodology used to assess the organization’s resource needs for the OH&S management system. It may include details on the hazard assessment, legal and regulatory requirements, and OH&S objectives and targets that informed the resource allocation decisions.
- Resource Allocation Plan: This document specifies how the organization plans to allocate resources for its OH&S management system. It should include information on budget allocation, human resources assignments, procurement plans for equipment and PPE, and training program development.
- Training Plans: The organization should have documented training plans that outline the training needs of its employees, including OH&S training programs. These plans should detail the content, frequency, and methods of training.
- Equipment and PPE Records: Maintain records of safety equipment and PPE procurement, inspection, and maintenance. Ensure that records include information such as equipment specifications, inspection dates, and maintenance activities.
- Budget Allocation Records: Document the allocation of financial resources for OH&S activities, including budget approvals and expenditure records related to OH&S management.
- Roles and Responsibilities: Document the roles and responsibilities of personnel responsible for OH&S within the organization. This may include job descriptions, reporting structures, and responsibilities related to OH&S management.
- Resource Allocation Records: Maintain records of resource allocation decisions, including details on the budget allocated for OH&S activities and personnel assignments.
- Training Records: Keep records of employee training, including attendance sheets, training materials, and training program completion certificates. These records demonstrate that employees have received necessary OH&S training.
- Equipment and PPE Inspection and Maintenance Records: Document inspection and maintenance activities for safety equipment and personal protective equipment. Records should include dates of inspections, details of any deficiencies found, and actions taken to address these issues.
- Incident Reports: Record details of workplace incidents, near misses, and accidents. These records should include information on the nature of the incident, the individuals involved, and corrective actions taken.
- Audit and Certification Records: Maintain records of internal and external OH&S audits, including audit reports, findings, corrective actions, and evidence of compliance with ISO 45001 requirements.
- Communication Records: Document communications related to resource allocation and OH&S, including meeting minutes, emails, and other forms of communication that demonstrate a commitment to providing necessary resources.
- Monitoring and Review Records: Keep records of OH&S performance monitoring and reviews, including data collected, analysis results, and decisions made based on the reviews.
- Continuous Improvement Records: Document actions taken to continually improve the resource allocation process and the effectiveness of the OH&S management system.
Example of Resource need assessment related to OHSMS
Scope: The assessment covers all aspects of the organization’s OHSMS, including hazard identification, risk assessment, compliance with legal requirements, employee training, and incident management.
1. Hazard Assessment:
- Methodology: Use a combination of workplace inspections, employee input, and historical incident data to identify and assess workplace hazards.
- Resources Needed:
- Trained personnel to conduct hazard assessments.
- Safety equipment (e.g., sensors, monitoring devices).
- Documentation tools (e.g., checklists, hazard assessment forms).
2. Legal and Regulatory Compliance:
- Methodology: Review local, national, and international OH&S laws and regulations to identify requirements applicable to the organization’s operations.
- Resources Needed:
- Legal experts or consultants for interpreting and monitoring regulatory compliance.
- Access to legal databases or subscriptions for up-to-date information.
3. OH&S Objectives and Targets:
- Methodology: Review organizational goals and objectives, consult with relevant stakeholders, and identify specific OH&S objectives and targets.
- Resources Needed:
- Involvement of key personnel and stakeholders.
- Data analysis tools for setting measurable objectives.
4. Training and Education:
- Methodology: Identify training needs through employee surveys, job analyses, and review of incident reports.
- Resources Needed:
- Training programs and materials.
- Qualified trainers or external trainers.
- Training facilities and equipment.
5. Personnel Allocation:
- Methodology: Determine the number of OH&S personnel required based on the organization’s size, complexity, and identified risks.
- Resources Needed:
- Recruitment and hiring process.
- Job descriptions and responsibilities.
6. Equipment and PPE:
- Methodology: Identify the types and quantities of safety equipment and PPE required for different job roles and hazards.
- Resources Needed:
- Procurement budget.
- Equipment inspection and maintenance procedures.
7. Technology and Tools:
- Methodology: Evaluate the need for OH&S management software, incident reporting tools, and monitoring equipment.
- Resources Needed:
- Budget for software and equipment purchase.
- IT support for implementation and maintenance.
8. Financial Resources:
- Methodology: Estimate the budget required to fund OH&S initiatives, including training, equipment purchase, maintenance, and external resources.
- Resources Needed:
- Financial analysis and budgeting tools.
- Approval processes for budget allocation.
9. Communication and Documentation:
- Methodology: Establish communication channels for reporting safety concerns, incident reporting, and maintaining records.
- Resources Needed:
- Communication tools and systems.
- Document management systems for recordkeeping.
10. Continuous Improvement:
- Methodology: Allocate resources for ongoing monitoring, assessment, and improvement of the OHSMS.
- Resources Needed:
- Data analysis tools.
- Personnel for conducting reviews and implementing improvements.
11. Employee Involvement:
- Methodology: Engage employees in safety initiatives through regular feedback mechanisms and participation in safety committees.
- Resources Needed:
- Time for employees to participate.
- Resources for safety committee meetings and activities.
Example of OHS resources allocation plan
Organization Name: ABC Manufacturing Inc.
Period Covered: [Specify the fiscal year or applicable time frame]
Objective: To ensure the availability and effective utilization of resources required to establish, implement, maintain, and continually improve our OHS Management System.
1. Human Resources Allocation:
- OHS Manager: Jane Smith
- Responsibilities: Overall management of the OHSMS, policy development, and compliance oversight.
- Allocation: Full-time position.
- Safety Officers (2): John Doe and Sarah Johnson
- Responsibilities: Conduct safety inspections, incident investigations, and training.
- Allocation: Full-time positions.
- First Aid Team: (10 members)
- Responsibilities: Provide immediate medical assistance in case of injuries or illnesses.
- Allocation: Part-time roles with specific team members designated.
2. Training and Education:
- OHS Training Programs:
- Development and delivery of training programs.
- Allocation: Budget allocated for training materials, trainers, and facilities.
- Training Coordinator: Mark Wilson
- Responsibilities: Coordinate and track employee training.
- Allocation: Part-time role in addition to other responsibilities.
3. Equipment and Personal Protective Equipment (PPE) Procurement:
- Safety Equipment: Purchase and maintain safety equipment (e.g., fire extinguishers, safety showers).
- PPE: Procure and distribute PPE as per hazard assessments.
4. Technology and Tools:
- OHS Management Software: Procurement, implementation, and maintenance of software for incident reporting and data management.
- Monitoring Equipment: Purchase and maintain monitoring equipment for assessing workplace hazards.
5. Financial Resources:
- Budget Allocation: Allocate $100,000 annually for OHS initiatives, including training, equipment purchases, and maintenance.
- Emergency Response Fund: Maintain a reserve fund of $20,000 for unforeseen OHS emergencies.
6. Communication and Documentation:
- Communication Channels: Establish an internal reporting system for safety concerns and incidents.
- Document Management: Implement a document management system for recordkeeping.
7. Legal and Regulatory Compliance:
- Legal Counsel: Contract with a legal firm for legal advice and regulatory compliance monitoring.
8. Continuous Improvement:
- Ongoing Monitoring: Assign responsibility to the Safety Officers for ongoing hazard assessment and compliance monitoring.
- Continuous Improvement Team: Form a team to review OHSMS effectiveness quarterly.
9. Employee Involvement:
- Safety Committee: Establish and support a Safety Committee composed of employees from various departments.