What do you need to set up a hazard prevention program? What is an occupational health and safety management system (OHSMS)? How does your HPP relate to OHSMSs? Learn more about the benefits of an OHSMS, its standards, and what you need to do in order to implement your own OHSMS at your organization/business.

1. Hazard Prevention
Programs and OHS
Management Systems
Health & Safety Open House
www.ccohs.ca
Chris Moore

2. This Session
Brief introduction to CCOHS
What do you need to do to set up a Hazard
Prevention Program?
What is an Occupational Health & Safety
Management System (OHSMS)?
How does your HPP relate to OHSMSs?
OHSMS Standards
Benefits of an OHSMS
What you need to do to implement an OHSMS
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

3. About CCOHS
Canada’s national centre for workplace health and
safety.
A federal government agency.
Governed by a tripartite Council ensures a
balanced, impartial approach to workplace health
and safety issues.
A world leader in the dissemination of information
and best practices in understanding and
improving workplace health and safety practices.
We have an established history of collaborating with many
Canadian and international partners.
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

4. Our Mandate
“to promote health and safety in the workplace
and to enhance the physical and mental health of
working people.”
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

5. What We Do
Serve Canadians with credible, reliable tools and
resources in English and French to improve workplace
health and safety programs.
Provide information, training, education, management
systems and solutions that support health, safety and
wellness programs, and assist organizations in meeting
regulatory requirements.
We have developed a wide range of products and services that
empower health and safety practices in the workplace.
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

6. What We Don’t Do
Write legislation
Develop government policy
Provide legal advice
Perform inspections
Enforce legislation
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

7. What is a Hazard Prevention
Program?
• Every federal workplace is required to have a
Hazard Prevention Program (HPP)
• An HPP is an Occupational Health & Safety
Program that is compliant with federal
legislation
• Specific requirements are outlined in Part XIX of
Canada Occupational Health and Safety
Regulations
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

8. HPP Requirements
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

9. What is an OHSMS?
“part of the overall management of the organization that
addresses OHS hazards and risks associated with its
activities” – CSA Z1000
“a systematic set of plans, actions and procedures to help
employers plan, do, check and act in order to manage, and
continually improve, health and safety in the workplace” –
LIAISON (CCOHS)
“A way of making sure you have all your ducks in a row, and
keeping them there” - CM
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

10. Canadian Centre for Occupational Health and Safety
www.ccohs.ca

11. OHSMS Standards
CSA Z1000
OHSAS 18001:1999 and 2007 (BSI)
ILO-OHS 2001
ANSI-AIHA Z10
And others…
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

12. How does your Hazard Prevention
Program relate to an OHSMS?
Your HPP describes and addresses hazards in
the work place.
If you have a good HPP, you’re well on your
way (programs are based on management
system principles)
All elements of your HPP are part of the
OHSMS
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

13. HPP - Basic Steps
Develop a plan with a proposed
implementation schedule
Decide how you are going to identify and
assess hazards (e.g. job safety analysis)
Identify the hazards in your work place and
prioritize them
Put preventive measures in place
Educate employees on hazards and preventive
measures
Review everything periodically
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

14. HPP - Address these hazards
At a minimum, your plan must address the
following:
Ergonomic hazards
Pregnant and nursing women
Violence in the work place
WHMIS
…as well as other hazards specific to your work
place
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

15. What’s in an OHSMS Standard That’s Not
in Typical OHS Program Requirements
Explicit requirement for senior management
leadership, commitment and responsibility
Emphasis on ongoing overall review and
evaluation using the Plan Do Check Act model
Emphasis on documentation – policy, OHS
objectives and targets, training, OHS
communications, procedures, etc.
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

16. Why would you want an OHSMS?
Lets you use a recognized, proven approach to
Risk management
Illness and injury reduction
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

17. Why would you want an OHSMS?
An OHSMS engages all employees
Managers, supervisors and employees all
understand their roles in the system
All workplace participants are involved in
creation, evaluation and continual
improvement
Communication is integral to OHSMS
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

18. Why would you want an OHSMS?
All documentation related to health and safety is
controlled and accessible
policies, procedures, legislation, audits, tools,
checklists, training, committee minutes,
reports, records etc.
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

19. Why would you want an OHSMS?
Helps you demonstrate due diligence
Provides an overall framework for legal
compliance - show what the employer is doing
to provide a safe and healthy workplace
Keep workers informed and involved
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

20. Why would you want an OHSMS?
Demonstrates your department’s commitment to
health & safety
To your clients
To your stakeholders
To the community
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

21. Why would you want an OHSMS?
Complements other management systems,
e.g.
Environment
Quality
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

22. Why would you want an OHSMS?
Last but not least – helps you to continually
improve health and safety performance!
Strong emphasis on periodic review and
evaluation
Plan, Do, Check, Act cycle is the basis of most
OHSMS
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

23. What do You Need to do to Establish an
OHSMS?
1.
2.
3.
4.
5.
Decide on a standard
Ensure CEO/top management commitment
Assign responsibility to an OHSMS Leader
Establish an OHSMS Team
Establish other roles and responsibilities, such
as Human Resources Manager, Facilities
Manager
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

24. Notes from previous page
1. If you don’t know, Z1000 is a good bet. If you have locations in other countries, the most recognized standard internationally is
OHSAS 18001. They are very similar. Other management systems in place? Environment? Quality?
International? Interprovincial?
2. Must ensure that:
Adequate resources are provided to implement and maintain OHSMS
Workers and workers’ representatives given the authority to participate in OHSMS implementation and maintenance
The program is monitored regularly
Continual improvements are ongoing
3. Has specific responsibilities and authority with regard to OHSMS
Ensures processes to identify and minimize/eliminate hazards and risks are in place and working
Reports on OHSMS performance to management and workers
Leads implementation of improvements identified by OHSMS review
Ensures participation of all workplace parties in the process
4. Focal point for all activities related to OHSMS
Includes representatives from management and workers
At least one representative from each operational area of the organization
They address:
Compliance with legislation and other requirements
Injury and illness prevention
OHS awareness
Training

26. Plan, Do, Check, Act - Plan
Identify OHS legislation and other
requirements, including collective agreements,
industry standards, etc., that apply to your
industry and workplace
Identify and prioritize OHS issues within your
organization, including hazards and risks
Identify deficiencies and opportunities for
improvement in the OHSMS
Establish objectives and targets that are
appropriate to your organization and its
commitment to continuous improvement
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

27. Plan (cont’d)
In the planning process, you should assess:
Existing workplace health and safety programs and
procedures
Previous assessments of your workplace health and
safety programs
Policies and procedures for :
• Communication
• Procurement
• Contracting
• Incident Investigation
• OHS and Wellness training and education
Industry standards
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

28. Plan (cont’d)
Assess:
Resources (human, financial and technical)
assigned to the workplace health and safety
processes and programs
Other relevant management systems already
in place
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

29. Plan, Do Check, Act - Do
Implementation and documentation
Develop an implementation plan that includes:
• Resources
• Responsibilities
• Timeframes for completion
• Measurement of progress
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

30. Do (cont’d)
Consider:
Prevention and protection - implementing
proactive measures to eliminate or minimize
health and safety hazards and prevent the
occurrence of injuries and illnesses
Emergency plans - establish and maintain
procedures to prevent and respond to
emergencies
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

31. Do (cont’d)
Consider:
Training - All employees must be aware of
their roles and responsibilities and be
competent and trained on the hazards and
potential risks of their work
Communication - establish and maintain
procedures to communicate information about
health and safety in the workplace
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

32. Do (cont’d)
Consider:
Procurement - Establish a process regarding
the purchase of products, supplies, equipment,
materials and other goods consistent with
OHSMS
Contracting - Integrate the contractor
selection process into the OHSMS, considering
OHS performance criteria, contractor
qualifications, etc.
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

33. Do (cont’d)
Consider:
Change management - All aspects of change must be
evaluated, including:
• Design stage for new processes or operations
• Significant changes occur to equipment, work
procedures, staffing, products, services, suppliers or
organizational structure
• Developments in health and safety knowledge and
technology
• New or amended legislation and other requirements
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

34. Do (cont’d)
Consider:
Documentation - OHS policy and
performance measures, assignment of duties
and responsibilities for OHSMS
implementation, regulatory compliance, etc.
• Available to all employees as appropriate
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

35. Do (cont’d)
Consider:
Document control - The various documents
required for the OHSMS should be created,
approved, maintained, and revised to ensure
they are appropriate and up to date
• Documents must be properly controlled
using specific procedures
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

36. Do (cont’d)
Consider:
Record control - All records must be properly
identified, filed for ready retrieval, and
retained for the time period required under the
law
• Privacy requirements must also be
considered, to ensure that only the
appropriate people will have access to the
information
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

37. Plan, Do, Check, Act - Check
Evaluate the effectiveness of your OHSMS
Consider:
Are the OHS policy and objectives being
achieved?
Have risk controls been implemented and been
effective?
Have OHSMS system failures been addressed,
including accidents, incidents, illnesses and
near misses?
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

38. Check (cont’d)
Evaluate the effectiveness of your OHSMS
Consider:
Are training programs for employees effective?
Are communication programs, for employees
and external interested parties, effective?
Is information for the continual improvement
of the OHSMS being produced, reviewed and
used?
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

39. Check (cont’d)
Measure and monitor
Achievements and performance, both in terms of OHS in
the workplace and the OHSMS, must be monitored,
measured and recorded
Investigate incidents
Establish written procedures for reporting and
investigating work-related injuries, illnesses, fatalities as
well as incidents and near misses
Communicate results and recommendations of the
investigation to the appropriate workplace parties for
corrective action
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

40. Check (cont’d)
Audits
Effectiveness of the OHSMS in achieving the objectives
and targets
Effectiveness of worker and worker representative
participation
Compliance with the OHSMS Standard
Compliance with OHS laws and other requirements
Implementation and completion of evaluations, actions
and reviews
Promotion of continuous improvements and improved
procedures, practices and programs
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

41. Check (cont’d)
Evaluate and correct
Establish and maintain procedures to identify any real or
potential non-conformances and to address the
preventive and corrective actions necessary. Consider:
• Investigation of incidents
• Inspections
• Management of change processes
• Audits of the OHSMS
• Recommendations from the workplace health and
safety committee
• Suggestions/concerns received from workers and
worker representatives
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

42. Plan, Do, Check, Act - Act
Regularly scheduled reviews of the OHSMS
by top management.
Consider:
OHS objectives and targets
OHS policy
Hazard and risk identification and assessment results
Monitoring and measurement results
Preventive and corrective actions
Changes in OHS Legislative requirements
New OHS related information
Audit results and recommendations
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

43. Wow! That’s a lot!
www.ccohs.ca

44. Help is available!
Professional help
• Safe Workplace Associations
• OHS consultants
• CCOHS
Training – e.g. CSA courses, CCOHS e-courses
Standards themselves
• e.g. CSA Z1000 spells out what you need to do
Electronic tools
• e.g. OSH Works
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

45. CCOHS E-courses
Federal Hazard Prevention Program
Occupational Health, Safety and Environmental
Management Systems: Awareness (free overview)
Occupational Health and Safety Management Systems
(more detailed explanation of what you need to do)
Occupational Health, Safety and Environmental
Management Systems (if you are going to implement both
OHS and Environmental Management Systems)
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

46. OSH Works
Web-based framework for your OHSMS
Designed around Plan-Do-Check-Act approach to continual
improvement
Provides guidance on meeting the requirements of OHSMS
standards, walks you through implementation
Provides a repository for OHS and OHSMS documents and
records
Allows “leaders” to assign tasks/ responsibilities, and
reminds everyone when tasks are due or overdue
Lets you assess your progress towards OHSMS
implementation
Canadian Centre for Occupational Health and Safety
www.ccohs.ca

51. Thank you!
Chris Moore
chris.moore@ccohs.ca
905-572-2981 x4462
www.ccohs.ca