WORKPLACE HEALTH workbook

WORKPLACE HEALTH workbook

Dear Step Change Focal Point

WORKPLACE HEALTH WORKGROUP

We are writing to you as the representative of a member company of Step Change in Safety in order to introduce you to a new health assessment tool, which is being launched by the Step Change Workplace Health Group.

This assessment tool has been developed in conjunction with medical & health professionals, company managers, health & safety professionals, & the Health and Safety Executive as a mechanism for helping to improve the management of health risk across the oil and gas industry.

The tool will facilitate an independent assessment of your workplace health management arrangements and will provide an indication of compliance with legislation and best practice.

The assessment tool (attached) has been developed as two separate but integrated sets of questionnaires, which are administered at different levels within the organisation. A simple scoring system is used with a range from –1 to +1 dependent on individual levels of knowledge and understanding of health risk management. The data from the questionnaires is reconciled and presented in graphic format.

Step Change Focal Points are encouraged to initiate a dialogue with their CEOs/MDs to ensure the tool is used for your organisation’s maximum benefit. A letter will be sent to your CEO/MD, which explains the assessment process but does not include the actual assessment tool.

An additional development, which has been discussed within the Step Change Leadership team, will be for Occupational Health professionals to review the outcomes of the assessment with your CEO/MD.

We ask that you will consider making use of this tool and would be happy for you to contact us if you require additional support in the use of this tool from an Occupational Health professional.

WORKPLACE HEALTH workbook

OCCUPATIONAL HEALTH RISK ASSESSMENT TOOL

Background:

The management of Occupational Health risks is challenging – due in part to the long latency between exposure to the health hazard and the onset of the effect or illness. For this reason Step Change Workplace Health Group was tasked to develop a method to review HSE management systems so that senior managers can evaluate their current arrangements and target resources to improve effective control. The following tool is the outcome of these deliberations.

Purpose:

This tool can be used to conduct a “health check” on your management arrangements. It is not designed to indicate full compliance with legal requirements but to give direction as to where your management system may be compromising effective control.

Assumptions:

Successful Occupational Health risk management depends on • corporatecontrolthroughacomprehensivemanagementsystem• adequatelyresourcedoperationalprocesses

The tool reflects this through a two tier structure.The first tier directly examines the management processes which address:• Leadershipandcommitment• Policiesandstrategicobjectives• Organisation• Healthriskcontrol• Planningandprocedures• Implementingandmonitoring• Audit• Managementreview

The second tier examines the operational processes that are necessary to achieve risk control for specific health risks including:• Noise• Vibration• Hazardoussubstances• Watermanagement(includinglegionella)• Asbestos• Radioactivematerials• Manualhandlingandergonomics• Psychosocialrisk

The two tiers of the tool are designed so that deficits on the operational (second tier) tool will provide insights into potential deficits in the management system.

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WORKPLACE HEALTH workbook

How to use:

The tool does not require any technical expertise to complete. The first tier should be completed by senior management as it requires an insight into the actions that are taken to lead and deliver the management process. The second tier can be completed at an appropriate operational level such as the HSE Manager, Medic or OIM – depending on who is nominated to co-ordinate occupational health risk control at the worksite.

Management Question Set

These questions have been designed to reflect the following eight aspects of amanagement system. Responses toquestions are graded to reflect the adequacy of provision. The results of the management question set are specific to each element of the management system.

Operational Question Set

The questions are directed at operational control of eight common risks found offshore and onshore. Some risks may be more pertinent to a company’s operation than others but most will find at least four of the sections relevant.

Results:

Each question set will provide stand alone information – the first about the management processes and the second about operational control. However by reconfiguring the operational questions it has been possible to apply them to the eight management elements. This provides a secondary check on the perceptions captured in the management question set.

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WORKPLACE HEALTH workbook

MANAGEMENT PROCESSES

1 Leadership and commitment

Are occupational health issues explicitly championed at the executive level of the organisation?

Is occupational health identified as a focus area in your annual business plan?

Do you have a dedicated leadership Focal Point /Champion for occupational health issues?

Are specific occupational health targets in place for the organisation?

Are all Senior Leaders/Managers measured specifically on occupational health performance?

2 Policy and Strategic Objectives

Do Health and Safety policies and management systems cover key occupational health risks?

Is Contractor health risk identified in your management arrangements?

Are occupational health risks incorporated into your management control system?

Is there evidence of continuous improvement in occupational health performance?

Does your Business Continuity Plan include planning for occupational health risk?

3 Organisation

Are occupational health roles and responsibilities clearly defined?

Are key occupational health competencies defined?

Is there a dedicated budget in place to deliver the occupational health plan?

Is specialist occupational health advice available to operative personnel?

Do you have resource in place for delivering additional occupational health support if required?

4 Health Risk Control

Is there a risk assessment process in place to identify occupational health hazards and assess risk?

Do you have a system in place which identifies all individuals who are at high risk of exposure for key health hazards?

Is there a system in place which ensures that the hierarchy of control is followed for key occupational health risks?

Is there a management system in place to ensure that performance of controls is maintained?

Do you have risk based health surveillance programmes in place to monitor employee health?

Yes No Don’tKnow

WORKPLACE HEALTH workbook

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MANAGEMENT PROCESSES

5 Planning and procedures

Are there health risk control plans in place to deliver control of residual health risk?

Is there occupational health input to major project planning?

Are there documented local plans in place reflecting health risk priorities?

Are there procedures in place to manage health risk?

Is previous occupational health performance considered in planning?

6 Implementing and monitoring

Is progress measured against the health risk control plan (e.g. leading/lagging indicators)?

Are health performance indicators measured (e.g. sickness absence, dosimetry, occupational illness etc)?

Does exposure monitoring take place for all key health risks?

Is data from health surveillance programmes reviewed by senior managers ?

Are occupational health trends analysed and reviewed by senior managers?

7 Audit

Is there a programme of external audits for occupational health topics in place?

Are Contractor organisations subject to occupational health audits?

Is there a system in place for close out of health related audit actions?

Is there a periodic review of effectiveness of audit action close out?

Are learning outcomes from audits communicated to the business?

8 Management Review

Is occupational health specifically targeted as part of the HSE Management system review?

Is there a planned process in place, which reviews occupational health risk during significant change in the organisation?

Is there a planned process in place, which reviews occupational health risk as a response to a significant audit finding?

Is there a planned process in place, which reviews occupational health risk following a significant injury or incident?

Is there a mechanism in place to communicate the results of the occupational health component of the management review to key stakeholders?

Yes No Don’tKnow

WORKPLACE HEALTH workbook

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WORKPLACE HEALTH workbook

HEALTH RISK: NOISE

N1 Is a performance measure set for noise control?

N2 Are contracts assessed on provision of health surveillance?

N3 Are resources allocated for specialist support (e.g. surveys and noise control studies)?

N4 Have those personnel with higher exposures been identified (i.e. above upper action value)?

N5 Are noise standards set for new/replacement equipment?

N6 Are trends in exposure and health surveillance results used to identify continuous improvement?

N7 Are compliance audits based on legal requirements taking place?

N8 Is progress on noise reduction plans monitored?

HEALTH RISK: VIBRATION

V1 Are senior managers aware of which work groups are most at risk from vibration related activities?

V2 Does the HSE plan identify actions to manage vibration risk to contractors?

V3 Have relevant personnel been trained in the use of vibration controls?

V4 ArepersonalexposurelevelscomparedtoExposureLimitValueandExposureActionValue?

V5 Is there a procedure to review tools and identify lower vibration alternatives?

V6 Are health surveillance records monitored?

V7 Are audits on the maintenance of tools carried out?

V8 Is contractors’ performance reviewed against company standard?

WORKPLACE HEALTH workbook

Yes No Don’tKnow

Yes No Don’tKnow

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HEALTH RISK: HAZARDOUS SUBSTANCES

H1 Has an audit of COSHH been reviewed by senior management in the previous 3 years?

H2 Is there a process for reducing exposure to chemicals other than use of PPE?

H3 Is there a person identified to co-ordinate COSHH controls?

H4 HaveRespiratoryProtectiveEquipmentusersbeenfacefittested?

H5 Does project planning include reference to chemical control?

H6 Has relevant exposure monitoring been identified and carried out?

H7 Has an audit of the effectiveness of controls been carried out (e.g. based on good hygiene practice, local exhaust ventilation and health surveillance)?

H8 Is there a review of incidents of inadvertent exposure?

HEALTH RISK: WATER MANAGEMENT

W1 Has a responsible person been identified in writing by a senior manager?

W2 Is there a written control scheme for legionella and potable water quality?

W3 Has the responsible person received relevant training?

W4 Are control measures identified?

W5 Are persons identified to undertake control measures?

W6 Are remedial action plans (including inspection plans) monitored?

W7 Has there been an audit of the effectiveness of the written scheme carried out?

W8 Are positive monitoring results reviewed?

WORKPLACE HEALTH workbook

Yes No Don’tKnow

Yes No Don’tKnow

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WORKPLACE HEALTH workbook

HEALTH RISK: ASBESTOS

A1 Does a senior manager (OIM level) have responsibility for management of asbestos?

A2 Have asbestos containing materials been identified across all assets?

A3 Do relevant personnel (e.g. asbestos co-ordinator, maintenance, handyman) have relevant training?

A4 Is an asbestos management plan in place?

A5 Are there arrangements in place to ensure that asbestos register/plan informs relevant activities at planning stage?

A6 Are management plans monitored?

A7 Has an audit of asbestos management taken place?

A8 Have condition of asbestos containing materials been reviewed?

HEALTH RISK: RADIOACTIVE MATERIAL

R1 Are management aware of the activities giving rise to potential radiation exposures?

R2 AreproceduresinplacetomanageworkwithradiationincludingNORMand nucleonic gauges?

R3 HaveRadiationProtectionSupervisors(RPS)beentrainedforeachinstallation?

R4 Is all work with radioactive sources risk assessed and carried out in a controlled or supervised area?

R5 ArecontingencyplansinplacetodealwithunplannedradiationorNORMreleases?

R6 Are dose investigation levels carried out? (i.e. testing and dosimetry)

R7 AreregularauditsonspecialistradiationcontractorscarriedoutbytheRPS?

R8 Are management reviews of radiation risk assessments carried out?

WORKPLACE HEALTH workbook

Yes No Don’tKnow

Yes No Don’tKnow

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HEALTH RISK: MANUAL HANDLING AND ERGONOMICS

E1 Is there a performance measure identified for work related Musculo Skeletal Disorders reduction?

E2 Has a manual handling reduction plan been identified?

E3 Are Manual Handling assessors trained?

E4 Is a structured approach to assessment used (e.g. HSE MAC tool)?

E5 Have priorities for risk reduction been identified?

E6 Is there a check against good practice (e.g. ergonomist, industry guidance)?

E7 Are audits of good ergonomic practice undertaken?

E8 Are incident based reviews carried out?

HEALTH RISK: PSYCHOSOCIAL RISK

P1 Have senior managers been tasked with actions to “set an example”? (e.g. working hours, timing of meeting)

P2 Has a stress policy been endorsed by senior management?

P3 Is there a nominated person who leads the stress control strategy?

P4 Has a stress risk assessment been carried out?

P5 Have resources been allocated to delivering the policy?

P6 Does the policy follow the HSE management standards?

P7 Is stress management included in your audit programme?

P8 Do you have a performance measure for monitoring work related stress?

WORKPLACE HEALTH workbook

Yes No Don’tKnow

Yes No Don’tKnow

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1 Organisation name:............................................................................................................................................. Date of initial assessment: ................................................................................................................................... Current rating: ....................................................................................................................................................

2 Date of assessment: ............................................................................................................................................ Current rating: ....................................................................................................................................................

3 Date of assessment: ............................................................................................................................................ Current rating: ....................................................................................................................................................

4 Date of assessment: ............................................................................................................................................ Current rating: ....................................................................................................................................................

5 Date of assessment: ............................................................................................................................................ Current rating: ....................................................................................................................................................

WORKPLACE HEALTH workbook

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ABBREVIATIONS - KEY

CEO Chief Executive Officer

COSHH Control of Substances Hazardous to Health

HSE Health and Safety Executive

HSE (Management or Plan) Health, Safety and Environment (usually company departments)

MAC Manual Handling Assessment Chart

MD Managing Director

NORM NaturallyOccurringRadioactiveMaterial

OIM Offshore Installation Manager

PPE Personal Protective Equipment

RPS RadiologicalProtectionSupervisor

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address 3rd Floor

The Exchange 2

62 Market Street

Aberdeen

AB11 5PJ

telephone 01224 577268

fax 01224 577251

email info@stepchangeinsafety.net

website www.stepchangeinsafety.net

ISBNNo.978-1-905743-17-9