The process of reviewing occupational safety and health management systems is nothing but an evaluation tool used by senior management as a means of improving and developing the existing systems in use.
The evaluation process is a measure of the level of performance of the system used, and it gives the foundations for developing the action plan necessary for the correction process. It is also used as a basis for setting the future work strategy for senior management.
Types of review systems
Audit Systems: It is a systematic way to ensure that the environmental management system and the occupational health and safety management system applied in the facility are implemented effectively, efficiently, and the success of the system applied in the facility in achieving the requirements of the environment, safety and occupational health policy for it.
This is a type of review that is being conducted for the first time for any site or area.
This type of audit work, when conducted, will help the senior management to determine its position and status in comparison with the legal requirements and the well-known international regulations of the activity. These reviews also work to identify weaknesses and strengths as well, in order to conduct further development and correction of the existing and used systems.
The evaluation reports that are submitted with this type of reviews, along with the data and information contained in such reports, must be taken into account as the basis for any future review or evaluation work to ensure compliance with them and to ensure the continuous development of the systems used.
Follow the types of review systems
2- External audit work: The audit work is carried out externally through the assistance of a neutral party.
3- Internal audit and self-evaluation work: The internal audit and self-evaluation work is carried out by the company through a specialized work team or a committee specially formed for such a task.
1- Preparing for assessments:
Plan ahead to check and emphasize the following points:
The date, time and location for which the assessment will take place.
The number of employees / managers at the site, in order to determine the percentage of employees who will be interviewed.
Knowing the person appointed as an escort for the work team while he is on site?
Know the person appointed as the company or site communications coordinator.
Availability of an office for interviews.
Availability of company records that must be reviewed and evaluated.
2- The preliminary meeting for the evaluation process
The head of the review team must make arrangements to hold a meeting with company representatives, just prior to the evaluation process, in order to organize the following elements and items:
The work system for the evaluation process.
Lowest benchmark levels of performance.
Knowing the interests of the company to focus on or any inquiries.
3- Conducting and implementing the evaluation process:
There are three steps to complete the evaluation process, which include the following:
Review records, data and documents.
Observations seen during field visits.
Conducting interviews for different levels
4- Review records, data and documents
The review of documents and data is a review process related to the company’s occupational safety and health guide and safety records of all kinds as well.
The documents and data required to be viewed and reviewed will include:
The company’s general safety policy.
Work related safety systems.
Methods of work.
Company safety rules and instructions.
The policy of using personal protective equipment.
Various safety committees in the company or site.
Engineering maintenance – its systems.
Training program and training records.
Accident and injury investigation records.
Work permit systems in use.
Accident and injury statistics.
Preparations for emergency situations.
Medical services – and health monitoring records for workers.
Follow-up and annual evaluation of safety work
5 – Field visits and tours
o The purpose of the field visits is to verify whether or not the safety programs are in conformity with the company’s safety rules – and standard systems, as well as compliance with official government laws and requirements
6- personal interviews
Personal interviews must be conducted for about (10%) of the total number of employees in the company or site – including administrators as well, with a maximum of (20 to 25 persons) at most.
7- Questions for interviews with managers and supervisors
What are the objectives of the company’s occupational safety and health programs?
What are your responsibilities towards occupational safety and health?
How does the company define and clarify the dangers on the site?
How can you assess risks and prioritize corrective action?
What safety systems are written and used or applied by subordinates?
Is there a way to review these safety regulations? Give an example of your most recent or recent revision?
Follow up with interview questions for managers and supervisors
Have you been involved in developing any of the systems or working methods used?
Is there a system in place to review these ways of working?
How are the company’s safety rules communicated to workers?
What happens if anyone violates the company’s safety rules?
Who explains and clarifies the personal protection requirements for new employees?
What is done for damaged equipment such as hand tools or machines?
Is orientation training for new employees mandatory for all, including supervisory levels?
What kind of on-the-job training is given to workers?
What types of formal safety training have you personally had?
What was the last official inspection conducted for this site?
When was the last inspection you personally participated in?
What are the areas that are usually inspected during these inspections?
What is done for deficiencies that are identified during the inspection?
Does senior management review these inspection reports?
Have you taken an official training course?
j accident investigation?
Does senior management review accident reports?
When was the date of the last contingency plan test?
How do you call emergency services from this location?
What do you know about state laws related to safety and work?
Do you report accidents that do not result in damage or injury?
Does senior management provide equal training opportunities for all your employees in the field of safety?
Follow up with questions about employee or individual interviews
What are your responsibilities for occupational safety and health in the company?
Does your boss ask you about any information you should report regarding any site notifications?
What safety systems do you apply in your work on a regular basis?
If you would like a copy of the working methods – where can you find them?
What are the company’s other safety rules other than PPE?
How have you been informed of any company safety rules?
What happens if someone violates the company’s safety rules?
What personal protective equipment should you use in your work? And how?
Are there permanent or available special protection missions?
Do you know how and when to use such missions?
Is there anyone who clarified and explained the requirements for personal protective equipment before you start working?
What are the procedures taken in case of damaged equipment on site?
What happens – or what action is taken if something goes wrong with the site?
What actions do you take in the event of an injury to you or a colleague?
What kind of safety and fire training do you have?
How do you call or call emergency services?
What types of fire extinguishers are there on site and how can you use them?
What kind of dangers can you be exposed to while on the site? How do you protect yourself from it?
8- Working teams
A work team must be formed for each type of these audits, which includes a group of individuals who have sufficient experience in these audit works and have been previously trained to carry out the audit work.
Frequency and scope of work:
The number of times is determined according to the indicators that the results of the first assessment reach, which are not less than once every year.
9 – Summary of the initial assessment report
The summary of the initial report will be discussed at the closing meeting to conclude the field survey of the site.
The results of the evaluation and review are presented to the Safety Committee – in order to discuss and approve the recommendations contained in these reports.
As soon as these recommendations are approved – the General Administration of Occupational Safety, Health and Environmental Protection prepares an action plan to implement these recommendations in cooperation with the competent departments responsible for implementation – and sets a date for implementation for each item or recommendation and the authority responsible for implementation.
The General Administration of Occupational Safety, Health and Environmental Protection prepares a monthly or quarterly follow-up report in which it clarifies the position of each recommendation and presents this report to the Safety Committee for discussion and necessary action in the event of any obstacles or failure in implementation.