Operational Planning & Control Procedure Explained (ISO 45001, clause 8.1)

What is an Operational Planning And Control Procedure?

ISO 45001 Clause 8.1 Operational Planning and Control provides guidance and controls for the Health and Safety management system; including eliminating hazards, the implementation of protective measures, enforcing PPE usage, and replacing dangerous with non-dangerous.

Contents

Operations Control Room

8.1.1 General

Clause 8.1 deals with the planning and control of processes. This is done by eliminating hazards or reducing risks where possible.

Active examples of process controls are;

  • Procedures and SOW or System of Work
  • Administrative and engineering controls
  • Services and goods procurement specifications
  • Apply legal or other requirements and manufacturers guidelines for equipment
  • Developing predictive and preventative inspection and maintenance programs
  • Worker competence
  • Work adaptation for personnel employing task definition, induction training, and ergonomically designed workspaces

The operational planning and control section deals with the method the company will use to determine process requirements. This is achieved by identifying the specific criteria of each process as follows;

  • How each process interacts
  • The boundaries of each process
  • The required resources to manage each process
  • Documented information to assist management such as SOP’s
  • Methods of handling change or unplanned events.
  • Control methods such as engineering controls, lockout systems

Tools To Assist In Operational Planning and Control

  • Create and share an electronic Occupational Health and Safety diary
  • Create a system of controls and display it throughout the plant and office space
  • Create and maintain a document control log system that sets a standard for how processes are to be documented and tasks to be completed
  • Set up and maintain internal audits and documentation

Hazzard High Voltage

8.1.2 Eliminating Hazards And Reducing OH&S Risks

The company must have processes to implement and maintain to reduce and eliminate hazards and risks.

There is a Hierarchy Of Control to follow that simplifies this process:

  • Elimination of hazards – Remove the hazard, replace chemicals or stop the use of hazardous substances, design ergonomic workspaces, etc.
  • Substituting – Use solvent-based paints, lower voltage
  • Engineering controls – Isolate workers from the hazard, machine guards and ventilation systems, noise reduction
  • Reorganization of work – Reorganize work in such a way that workers are not isolated, address mechanical machinery handling, avoid too many overtime hours
  • Administrative Controls – Regular safety inspections, regular equipment inspections, health, and safety induction for contractors, licenses where needed, lockout procedures
  • PPE or Personal Protective Equipment - Ensure the provision of correct PPE for all sectors

Change road stop sign

8.1.3 Management Of Change

The management of change objective is to enhance and support OH&S in the company and while working. Risks need to be minimized as change occurs in the workspace and environment.

The company is required to establish processes for the control of any planned permanent or temporary changes such as;

  • New services, products, and processes
  • Design specifications
  • Materials
  • Machinary
  • Work location changes
  • Staffing & Personnel
  • Change in Management structure
  • Working procedures and practices
  • Changes in work conditions
  • Equipment and plant
  • All facilities
  • Legal requirement changes
  • Standards and regulations
  • Changes in knowledge or information concerning hazards and associated risks
  • New technology

The company is mandated to set controls over temporary and permanent changes in these areas.

Workplace Examples that Require Change Management

  • Loss of competent worker – Reorganizing an existing staff member to take the position with adequate training
  • Absent first-aid personnel – Train additional staff temporarily
  • New machinery – Utilize the appointed project manager to implement a risk assessment and instructional training sessions
  • Flooding – Do a risk assessment and relocate affected staff to a safe location
  • New software – Project management coordination, presentations and toolbox talks, competence and awareness training

Example Questions You Should Ask While Considering Changes

  • Have any new hazards been created?
  • What risks are associated with the new hazards?
  • Have previous risks changed?
  • Can the new risks adversely affect the existing risk controls?
  • Have the appropriate controls been selected considering costs?

Procurement non-conforming

8.1.4 Procurement


8.1.4.1 General

Processes to control product procurement need to be implemented and maintained by the company.

All equipment that workers will use should be verified to ensure;

  • Technical specifications accompany supplied equipment
  • It is supplied in the framework of legal requirements
  • Risk assessments have been carried out
  • Any installations are commissioned to guarantee function

Procurement non-conforming

8.1.4.2 Contractors

Procurement processes should be coordinated with contractors for hazard identification and risk control.

The company needs verification that all contractors can perform their tasks by:

  • Checking their Health and Safety records
  • Checking their qualifications, worker competence, and experience
  • Checking their equipment safety records

An effective procurement process is critical to control services and products in the company. The company is mandated to verify the capacity and competency of all contractors through;

  • HSE Manual Review – Assess the contractors' HSE management system, safety records, etc.
  • Confirm the validity of the contractor's HSE safety records
  • Do an assessment of understanding of the contractor towards their legal responsibilities
  • Verify workers are competent and qualified
  • Adequacy of resources for the work in question
  • Verify contractor’s emergency response and evacuation plan
  • Review their incident investigation process

8.1.4.3 Outsourcing

The company must ensure all outsourced processes and functions are appropriately controlled and establish the extent and boundaries of control over all outsourced operations and functions such as:

  • The external company’s ability to meet the organization’s Occupational Health and Safety management requirements
  • The external company's competence in the technical field and its ability to define the appropriate controls
  • The potential effect the outsourced company process can have on the organization’s Occupational Health and Safety system and effectiveness
  • Both organizations are sharing the level of the outsourced function or process
  • The capacity of the outsourced company to achieve and maintain the required levels of control during the procurement application process
  • The outsourced company’s opportunities for continual improvement

The organization needs to maintain control over the outsourced processes and functions to achieve the desired outcomes stipulated in their Occupational Health and Safety management system.

 

Author: Richard Keen
Updated: 13th October 2021

Richard Keen

Richard Keen

Richard is our Compliance Director, responsible for content & product development.
But most importantly he is ISO's biggest fanboy and a true evangelist of the standards.
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Operational Control Procedure

The purpose of this procedure is to establish how your organization plans for and implements the controls necessary to manage our operational health and safety hazards, associated risks, the methods used to mitigate them, and to comply with applicable legal requirements.

Operational controls are established where hazards and risks are identified. Operational control measures are also implemented where their absence could lead to a deviation from our health and safety policies and objectives.

 

Forms & Reports also included:

  • Operational Control Process Turtle Diagram
  • Change Management Form
  • PPE Issue Record
  • Equipment Maintenance & Service Log
  • Approved Supplier Index
  • Receiving Inspection Log
  • On-site Supplier Audit Checklist
  • Off-site Supplier Self-Assessment
  • Safe Work Method Statement
  • Health & Safety Risk Assessment
  • Hazard Identification Register

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