COMPANY XXXX OPENING AND CLOSING ADDRESS MEETING ATTENDANCE
Company
XXXX Safety & Health Management System Audit Opening Meeting was held on Thursday
, 20 July 2013 @ 0900 am at the Company
XXX Board Room.
Opening address meeting attendees:
Name |
Job Title |
Signature |
Date |
Robert
Tan Eng How |
Operation
Manager |
ROBERT |
20
July 2013 |
Richard
Ong |
Production
Manager |
ROng |
20
July 2013 |
Bahrin
Shah |
Maintenance
Manager |
Shah |
20
July 2013 |
Ng
Say Thoong |
Facility
Manager |
Ngg |
20
July 2013 |
Victor
Tan |
Safety
Manager |
Vickie |
20
July 2013 |
Closing address meeting attendees:
Name |
Job Title |
Signature |
Date |
Robert
Tan Eng How |
Operation
Manager |
ROBERT |
20
July 2013 |
Richard
Ong |
Production
Manager |
ROng |
20
July 2013 |
Bahrin
Shah |
Maintenance
Manager |
Shah |
20
July 2013 |
Ng
Say Thoong |
Facility
Manager |
Ngg |
20
July 2013 |
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Element 1 |
Audit Criteria |
Audit Findings |
Recommendation |
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Safety Policy |
Singapore Standard SS 506 Part 3 : 2006
Occupational safety and health (OSH) management |
Company XXXX SGP safety policy is adopted
from its US parent company .Though Company XXXX Safety policy comply with
Singapore Standard SS 506 Part 3 : 2006 Occupational safety and health (OSH)
management Due to diverse business operations needs
and different cultures between Singapore and US. There is a need for Company
XXXX to establish its own identity and develop its
own safety policy contingent and applicable to its own culture and
manufacturing operations |
Company XXXX SGP to establish their own
safety policy taking into consideration both the internal and external
factors that would affect it’s WSH policy. Company XXXX senior management should immediately appoint one management
representative , preferably the senior management level staff to over-see the
development of the safety policy and prescribe the management representative with
the responsibility to chair meeting and to report all progress and
achievements on the development of the safety policy Once the senior management staff has been
appointed as the management representative, He/she should work with the
safety department to establish realistic and achievable WSH goals, objectives
and target at departmental level for those KPI with poor performance and to
establish & prescribe WSH roles
and responsibility for worker, supervisor, engineer, manager and senior
management level staff |
||
Element 2 |
Audit Criteria |
Audit Findings |
Recommendation |
||
Safe Work Procedure |
Singapore Standard SS 506 Part 3 : 2006
Occupational safety and health (OSH) management |
Sampled check on Company XXXX high risk activities such as the two roll
mill operations, hot works and steam boiler Preventive Maintenance as well as
working on building roof top revealed each has an established safe work
procedure and risk assessment. To control the high risk activities and non
routine activities undertaken by contractors, west has a Permit to work
system to monitor and control the high risk activities as well as designating
one west employee as the project coordinator over-seeing all activities until
the project completed. Unfortunately , Company XXXX is still adopting the 3x3
risk assessment matrix which is not as effective as a 5x5 matrix in that the
risk of the hazards cannot be interpreted representatively due to fewer risk
options available for a 3x3 risk assessment matrix. In addition, the risk
assessment for individual department were undertaken individually without
cross functional collaborative efforts In addition Company XXXX has established
safety rules and regulations to enforce safe work behaviour in the workplace
among its employees. However, the safety rules and regulations were
established without taking into consideration the Current WSH behaviour of its employee, the
WSH performance and changes in the WSH regulations and other related legal
requirements |
Company XXXX should establish a risk
assessment team which is made up of cross functional employees with different
background, knowledge and experience with the objective to ensure that no
hazards from any aspect are left undetected The risk assessment team shall be place
under the care of Company XXXX WSHO
who will be the risk assessment leader. Upon the establishment of the risk
assessment team, west should undertake all risk assessment study using the
5x5 risk assessment matrix rather than sticking to a 3x3 matrix due to the
fact that a 5x5 matrix provide the opportunity for tracking the
implementation of the safety control measures, track the Responsible person who is following up on
the action item and also tracking the effectiveness of the implemented
control measure On Company XXXX safety rules and
regulations, Company XXXX should
rewrite their safety rules and regulations not least because they are
outdated and the safety rules and regulations were established without taking
into consideration the Current WSH behaviour of its employee, the
WSH performance and changes in the WSH regulations and other related legal
requirements |
||
Element 3 |
Audit Criteria |
Audit Findings |
Recommendation |
||
Safe Training |
Singapore Standard SS 506 Part 3 : 2006
Occupational safety and health (OSH) management |
Company XXXX employee’s WSH competency
fulfilled the Factory ( Safety
Training Order) regulations as review on Company XXXX employee training
record revealed that mandatory training of forklift training, mobile
elevating platform, First Class Boiler Attendant and working at height for
both worker and supervisor were all complied with Company XXXX analysed its employees
training needs at different levels of the organization which include workers,
supervisor and managerial level. Unfortunately, Company XXXX failed to
identify the training needs of departmental managers who are in fact the
leaders of their department. And these managers would be the one driving the
WSH performance of Company XXXX |
Company XXXX has procedure to analyse the
training needs of its employee from worker level, supervisor level to manager
level. Unfortunately little is done to analyse the
training needs of the manager level employees. Management training needs cannot be
neglected as they are the leaders of their own department and are typically
the one who drive the WSH performance of their own department Company XXXX should consider the following
training courses in the pipeline for their manager level employees which
include a)Safety and Health Management system audit b)Quantitative Risk Assessment c)Project Management d)Behaviour safety management etc Company XXXX should conduct survey with
regards to the employee training needs and from the survey, tabulate the
training needs of the workforce and match these training needs with the
regulations requirement together with the safety department |
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Element 4 |
Audit Criteria |
Audit Findings |
Recommendation |
||
Group Meeting |
Singapore Standard SS 506 Part 3 : 2006
Occupational safety and health (OSH) management |
Company XXXX has established WSH safety
committee team where the team members were made up of cross functional
department representative. The team met up once in a month to discuss
issues relating to the organization safety and health These members also assisted in
communicating pertinent HSE information to both employees and contractor.
Example is the display of the safety committee team for year 2013 to create
awareness among employees Typical communication mode involve the use
of email and bulletin board. Or present during the production toolbox meeting
To communicate the changes in the local WSH
regulations Review on the current safety inspection
reports show it was authored by the WSH secretary who is a qualified WSHO
with relevant qualification ,skills, knowledge and attitude. Unfortunately sampling check on the WSH
safety committee team WSH competency revealed none of the member were trained
in the WSH ( Safety Committee team) regulations for their roles and
responsibilities and the basic investigation skills |
Company XXXX should review the WSH
competency level of its WSH safety committee team members by undertaking training
needs analysis of these group of people with the intention to send them out
for external training to equip them with the knowledge,skills and attitude to
assume their role as WSH safety committee team members helping west to
proactively manage its workplace WSH. Similarly, the WSH Safety committee team
members should be replace yearly once the member one year terms is up with
the objective to further spread the WSH knowledge and skills to more people
within west organization as review on current WSH safety committee team
revealed few members still in the team despite having served a 2 year term |
||
Element 5 |
Audit Criteria |
Audit Findings |
Recommendation |
||
Incident Investigation & Analysis |
Singapore Standard SS 506 Part 3 : 2006
Occupational safety and health (OSH) management |
Company XXXX has an incident investigation
& analysis procedure . The
procedure define the responsibility of employee ,supervisor ,WSH personnel ,
investigation team and leveraging on external
subject matter of experts should situation require. Role of employee to report accident
/incident upon its occurrence. Role of supervisor (where the
accident/incident is reported) to preserve scene & collect evidence at
accident/incident scene and conduct preliminary investigation by putting up
the accident/incident investigation report before handing over to the WSHO Role of WSHO is to verify the information
in the accident/incident report, initiate meeting with relevant stakeholders
which may include cross functional department to leverage on their knowledge
to establish the cause and effect analysis to understand the probable causes
of the accident, before the 5 Why Analysis to establish the root cause of the
accident For complex cases, WSHO will enlist
external subject matter of experts for their opinions Upon established the root cause of the
workplace accident/incident, the WSHO will seek consultation with the
investigation team on the appropriate CAPA to recommend to ensure the CAPA
effectiveness |
Company XXXX depends very much on their WSHO for all its
workplace accidents/incidents reported within west Company XXXX as document review had revealed the
investigation team members did not received any formal training on
investigation, the use of investigation tools to identify the probable causes
and root cause of an workplace accident To show the top management commitment to
west WSH, specifically the top management commitment in the safety policy,
the top management should set aside certain amount of budget for WSH training
for its employees to increase their human capital and knowledge in
proactively managing Company XXXX WSH performance On the WSH accident statistics, west seem
to have one workplace accident reported almost on every month and review on
the accident/incident report revealed unsafe condition ad unsafe behaviour
are the root cause of most workplace incidents. Company XXXX workplace accident/incident
can only be improved if the top management set WSH objectives, goals and target
to stimulate improved WSH performance within the workforce and prescribed
safety rules and regulations to control unsafe behaviour and implement a HSE
reporting system for employees to report unsafe conditions in the workplace
and to reward & recognise employee for their WSH contributions and
commitments |
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Element 9 |
Audit Criteria |
Audit Findings |
Recommendation |
||
Safety Inspection |
Singapore Standard SS 506 Part 3 : 2006
Occupational safety and health (OSH) management |
Company XXXX documents its site monthly
safety inspection in words documents. The inspection report contain information
on observations, photograph, inspection criteria, action item , responsible
person and due date. Every month the WSH safety committee team
focus on different issue with last month the team focus on fire protection
system in view of its upcoming fire insurance inspection The WSH Safety committee team also
established the frequency of inspection schedule for the statutory equipment
which are required by the Singapore Ministry of Manpower to be regularly
inspected and load tested by an authorised examiner Review on the inspection team WSH
competency revealed none of them received any formal training on audit and
inspection and were not competent to assume their inspector role during the
site monthly WSH safety committee team inspection |
Company XXXX should immediately looks into
the WSH competency of their WSH safety committee team members and to provide
the require training to increase their knowledge ,skills and attitude making
the team members competent to assume their WSH roles. When the WSH committee
team members are equip with the knowledge and skills to make them competent ,
west can expect that it’s workplace WSH performance will improved over the
years due to proactively management of the site WSH performance by these
people |
||
Element 11 |
Audit Criteria |
Audit Findings |
Recommendation |
||
Hazard Analysis |
Singapore Standard SS 506 Part 3 : 2006
Occupational safety and health (OSH) management |
Company XXXX use Qualitative Risk
Assessment 3x3 matrix for hazard identification, and risk assessment and the
implemented control measures are based on the hierarchy of control Document review on west high risk
activities such as the steam boiler ,hot works and 2 roll mills operations
revealed that each have a risk assessment and the sampled activity with
medium residual risk level , each were implemented with SWP However documentation review on the risk
assessment register of most department revealed that the risk assessment were
undertaken by the individual department and there is no cross functional
collaboration among departments to identify the hazards collectively and to
ensure no hazards are being oversight nor left out |
Company XXXX should relook into their risk
assessment methodology in identifying the workplace hazards/risks associated
with its manufacturing operations. Pursuant to the WSH (Risk Management)
Regulations, it is a legal requirement by law that west should formed a risk
assessment team which comprises of employees of different background cross
functionally. The risk assessment team would be under the
care of the risk assessment leader who is usually the site WSHO Upon formation of the risk assessment team,
Company XXXX should provide the necessary training to equip the team with the
knowledge ,skills and attitude for them to better assume their WSH roles in
particular as risk assessment team members When Company XXXX has a team of capable and
competent risk assessment team , west can expect reduction in their workplace
accidents/incident over the years as the team would have tidy up the
workplace operating procedures |
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PHYSICAL INSPECTION
Site physical walkabout inspection as per audit plan led by Company XXXX Audit Coordinator, Mr Daniel Phong together with the lead auditor and the team auditor was undertaken in Company XXXX external facility and the respective production shop floors on 20/7/2013 @ 1000 am.
The objective of the inspection is part of the audit schedule to provide an
overview of Company XXXX facility to the auditors and also for the auditors to gather evidence on Company
XXXX implementation of the Safety and health
management system
Inspection checklist were used by the
auditors to assess Company XXXX Safety and Health
Management System based on the auditors
observations and evidences gathered during
the inspection
During the inspection, many observations were
recorded where some are good proactive
safety measures which deserves to be
complimented while others are identified as areas
that needs further improvement
To ensure that Company XXXX best work
practices is not confined to just it’s organization, it will be made mentioned in this audit report
GOOD
SAFETY MEASURES OBSERVED IMPLEMENTED ON SITE
The following are observations which are
worthy to be mentioned in this audit report due to
the commitments of West Management in improving its WSH performance and also
its
exemplary work practices in creating a safe and healthful work environment
Inspected Area |
Observation |
Photograph |
Audit Findings |
Dust Collector |
A safe working platform was observed parked beside west pharmaceutical dust collectors It was understood that the work platform is meant for safe access and egress of personnel to and fro from the dust collectors Even though it is just a work platform, west goes to the extra miles by making sure that the work platform comply with Singapore Standard CP 27 : 1999 Code of Practice for Factory Layout - Safety, Health and Welfare consideration specifically Safe means of access and safe place of employment For every staircase in a building or
affording a means of exit from a building, a substantial handrail shall be
provided and maintained, which , if the staircase has an open side, shall be
on that side, and , in the case of a staircase having two open side, such a
handrail shall be provided on both sides. Any open side of a staircase shall
also be guarded by the provision o a lower rail or other effective means |
N.A |
Company XXXX proactive WSH management is
evidently seen on the design of the work platform for safe access and egress
of personnel |
Inspected Area |
Observation |
Photograph |
Audit Findings |
Toolshop /Maintenance Lifting equipment, gears, accessories and appliances |
During the inspection in the tool shop and maintenance workshop, the inspection team observed West has in place a system to proactively managed the site WSH performance and this include: Statutory
equipment inspection monitoring chart – to monitor the statutory equipment
inspection and testing requirement by authorized examiner Monthly
WSH Safety Committee Team Inspection Schedule -to monitor the site progress especially
for areas/facility which requires the WSH Safety Committee team inspection
and also to ensure no areas/facility are left un- combed or left
not-inspected |
|
West commitment in proactive WSH management
is evidently seen in how they managed their statutory equipment inspection
and testing by authorised examiner as well as how it planned out its site WSH
Safety Committee team inspection to ensure no areas are left un-combed or left not-inspected |
Statutory
Equipment Inspection Monitoring Chart
S/N |
Item
Description |
Frequency
of inspection |
Responsible
person |
WK1 |
WK
2 |
WK3 |
WK4 |
Remarks |
1 |
Lifting Machines |
Once
in every 6 months |
Authorized Examiner |
Refer to Maintenance
Preventive Maintenance Program Chart |
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2 |
Lifting Gears |
Once in every 12 months |
Authorized Examiner |
-do- |
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3 |
Lifting Appliance |
Once in every 12 months |
Authorized Examiner |
-do- |
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4 |
Hoist |
Once in every 6 months |
Authorized Examiner |
-do- |
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5 |
Air Receiver |
Once
every 24 months |
Authorized Examiner |
Refer to Maintenance
Preventive Maintenance Program Chart |
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6 |
Scaffold Inspection |
Weekly
After Stormy Weather |
Scaffold Supervisor |
-do- |
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7 |
Temporary
Electrical Installation Check |
Monthly |
Licensed Electrical Worker
( LEW) |
-do- |
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8 |
WSH Committee Inspection |
Monthly |
WSH Committee Members |
-do- |
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9 |
Environmental Control |
Fortnightly |
ECO |
-do- |
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10 |
Toxic Industrial Waste
Weekly Inventory Register |
Weekly |
WSH Committee Members |
-do- |
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11 |
Toxic Industrial Waste
Annual Inventory Register ( to ensure waste qty generated is less than the
schedule) |
End 31 Dec |
WSH Committee Members |
Refer to Maintenance
Preventive Maintenance Program Chart |
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12 |
Steam Boilers |
Once every 2 years |
Authorized examiner |
Refer to Maintenance
Preventive Program Chart |
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13 |
Steam Receivers |
Once every 2 years |
Authorized examiner |
-do- |
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14 |
Abrasive Blasting machine |
Once in every 7 days |
Competent Person |
-do- |
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15 |
Incident Reporting |
Within
10 Days |
Supervisor
of injured worker |
-do- |
|
Monthly Site Safety Inspection Schedule
|
Mon |
Tues |
Wed |
Thurs |
Fri |
Sat |
Sun |
|
|
1 |
2 |
3 |
4 |
5 |
6 |
AM |
Monthly
inspection of fire extinguishers |
Weekly
inspection of Scaffold |
Weekly
inspection of lifting gears |
|
Weekly
inspection with WSH Committee |
Monthly
inspection of fire extinguishers |
|
PM |
Monthly
inspection of lifting gears |
|
Weekly
inspection of work tools |
Monthly
inspection of First Aid Box |
|
Monthly
inspection of lifting gears |
|
|
7 |
8 |
9 |
10 |
11 |
12 |
13 |
AM |
Weekly
inspection of work tools |
|
Weekly
inspection of Scaffold |
|
Weekly
inspection with WSH Committee |
|
|
PM |
Weekly
inspection of lifting gears |
Bi
weekly inspection of Electrical SOAs |
|
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|
Bi
weekly inspection of Electrical SOAs |
|
|
14 |
15 |
16 |
17 |
18 |
19 |
20 |
AM |
|
|
Weekly
inspection of work tools |
|
Weekly
inspection with WSH committee |
Weekly
inspection of lifting gear |
|
PM |
Monthly
inspection with Safety Committee |
|
Weekly
inspection of Scaffold |
|
|
|
Monthly
inspection with Safety Committee |
|
21 |
22 |
23 |
24 |
25 |
26 |
27 |
AM |
Weekly
inspection of lifting gear |
|
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Weekly
inspection of work tools |
|
Bi
weekly inspection of Electrical SOAs |
|
PM |
|
Weekly
inspection of Scaffold |
|
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Weekly
inspection with WSH Committee |
|
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28 |
29 |
30
|
31 |
|
|
|
AM |
Weekly
inspection of lifting gear |
|
Weekly
inspection of Scaffold |
Weekly
inspection of work tools |
|
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PM |
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