OM00006 – Compliance, obligations, objectivise and planning

Compliance, obligations, objectivise and planning Policy

Purpose

Objective

Policy

Compliance Obligations, Objectives and Targets Procedure

Compliance Obligations Environment Procedure

Safety Compliance evaluation, Objectives and Targets Procedure

Legislative Change Policy

Legislative Change Procedure

Forms and Registers

Amendment Record

Table of Contents

The purpose of this policy and procedure is to define, document and communicate the quality objectives and targets for the business, and to establish an annual audit plan to identify any areas for improvement. This procedure applies to all planning activities, across all operational areas of A2Z Services business.

To provide all A2Z Services workers and others with an achievable, measurable and accountable outcome.

The Objectives for the company have been established by Senior Management and delegated to each Departmental Manager and Team Leader that is responsible for establishing objectives within their given departments. A2Z Services is committed to the continual development, improvement and implementation of its work health and safety management systems.

These obligations will be achieved by:

Identifying a clear compliance framework within which A2Z Services;
Promoting a consistent and comprehensive approach to compliance;
Developing and maintaining practices that assist and monitor compliance activities;
Creating a culture of compliance where every person within the organisation accepts personal responsibility for compliance.

Meet WHS Legislative requirements;
An open and transparent consultation that encourages and enables continual improvement of internal systems and outcomes.

At A2Z Services, compliance with legislation and this WHSMS is evaluated using several strategies including, but not limited to:

Review of internal and external audit results, inspection and other compliance plans;
Evaluation of legal compliance issues;
Results of consultation from all levels – management, workers and contractors;
Performance evaluation of the WHSMS Manual and work, health and safety objectives;
Status of incident reports, investigations, corrective and preventive actions;
Communication from interested parties, complaints – take action status and suggestions;
Corrective actions, accountability and timeframes;
Follow-up on previous compliance reviews.
Reduction in Lost Time Injury (LTI) rate annually;
Reduction in LTI – average days lost;
Complete inspections/audits within specified timeframes;
Corrective actions completed within specified timeframes;
Undertake Emergency Response Plan practices within specified timeframes;

Each Departmental Manager is then accountable in meeting those objectives and reports on the progress of those objectives to Senior Management on a regular basis.

These Objectives and Targets are developed and implemented to drive and meet the outcomes against our customer’s, legal and ethical requirements and to deliver our Quality, Environmental and Safety Management Policy. All the Objectives and Targets developed, implemented and continually improved for our products and services can be either qualitatively or quantitatively measured, be continually monitored and be absolutely relevant and exceeding the conformity of our customer’s requirements thereby enhancing their satisfaction.

Procedure:

Management will identify objectives and targets that the Company requires to implement and improved our products and services;
The objectives and targets for each process will be recorded using the Objectives Summary Form (OF0003). They can then be summarised within the Quarterly objectivise and targets report (OF0002)
Objectives will be represented as follows:

N = New Process;C = Control / Maintain Existing process;

I = Improve Process;E = Explore or Examine new process.

The Objectives and Targets of our QMS are communicated during Management Reviews and detailed in our strategic plan and the plan will be updated accordingly if changes occur. The changes will also be communicated to both internal staff and external customers.

Our company maintains records and other documented information regarding decisions made on plans, objectives and targets. Records include:

The Environmental Management Representative (EMR) is responsible for determining the applicable environmental laws and regulations that arise from A2Z Services business practices and, evaluating their potential impact on business operations;
As necessary, the EMR should utilise off-site resources such as Environmental consultants, legal representatives and regulatory representatives;
The EMR will compile and maintains updated copies of all applicable environmental laws and regulations, licences and permits, codes of practice or other material necessary to meet legal obligations;
The EMR, working with the EMS Coordinator and cross functional team (CFT), correlates these regulations to the business activities and environmental aspects associated with them using the Legal Requirements Register (OR0005)
The requirements of these regulatory controls will be communicated (and the methods for complying with them) to all employees, contractors and other effected parties as necessary.

A2Z Services will implement the following:

In-house inspections as required:
- Pre-operational;
- Daily;
- Weekly;
- Monthly;
- 6-monthly;
- 12-monthly;
Routine maintenance plans;
Internal audits;
External audits
Health surveillance monitoring where needed;
Resourcing for inspections by regulatory bodies.

Undertake audits to evaluate compliance in line with:

Legal obligations;
Current WHSM Act and current WHS Regulations;
A2Z Services WHSMS policies and procedures;
AS/NZS 4801: 2001 Occupational Health and Safety Management Systems.

Reports detailing compliance evaluations, including audit and workplace inspection results will be recorded and results provided to Senior Management/Directors/Board Members at regular intervals.

Results of any audits, inspections and any corrective actions that indicate workers and relevant contractors may be at immediate at risk of harm must be actioned immediately.

WHS performance in the workplace will be measured and analysed and responsibilities allocated to individuals within the company to assist in meeting WHS targets and to encourage continual improvement.

Responsibilities:

At A2Z Services the PCBU is responsible for ensuring that they:

Develop and implement a WHSMS Manual;
Identify and assess the training needs of workers;
Maintain a HSE Workplace Management Plan;
Establish contractor management procedures;
Establish effective consultation mechanisms with all relevant persons.

Managers/Supervisors are responsible to:

Assist with the implementation and day to day operation of the WHSMS Manual;
Provide and organise WHSMS training for workers as required;
Respond quickly to hazards reports and action corrective actions;
Respond to incidents and ensure Return to Work (RTW) procedures are followed and undertake investigations as appropriate;
Ensure implementation, monitoring and reviews of contractor management procedures;
Practically implement consultation mechanisms with workers, contractors and other PCBU.

Workers are responsible to:

Know and follow the WHSMS Manual and WHSMS plans at A2Z Services;
Participate in WHS training and induction as and when required;
Participate in Return to work plans;
Cooperate with incident investigations and hazard corrective actions;
Actively participate in consultation in the workplace.

Procedure

Objectives:

All workers are informed and trained in their WHS roles and responsibilities;
All workers conduct themselves in a safe and responsible manner;
Identify and meet WHS training needs;
Minimise incident frequency and severity;
Contractor management systems are in place and working effectively;
WHSMS is in place and implemented effectively by all workers and management;
Undertake workplace inspections and audits;
Hazards are identified, and action is taken to eliminate or reduce and control related risk;
To fully document all WHSMS activities, training, incidents, systems and outcomes in the workplace.

Targets:

All workers know and adhere to their WHS roles and responsibilities;
All workers are familiar with and follow the WHSMS;
All workers are trained and deemed competent in accordance with the requirements of their job and current WHS Legislation;
Zero incidents and injuries;
Contractors produce evidence of insurances, SOP and demonstrate knowledge and competency in safe work practices and WHS systems;
The WHSMS is fully implemented and operating effectively at A2Z Services;
Workplace inspections and audits are conducted at least annually and more frequently as required;
Documented records are kept of all WHS matters, incidents, training, inspections, and audits as required by current WHS Legislation.

Objective: Maintain awareness of legislative change.

Scope: This policy applies to all workers of A2Z Services charged with the responsibility to identify, monitor and action compliance as per legislation relevant to work health and safety of workers

Policy: A2Z Services is committed to providing a safe and healthy workplace for workers, contractors and visitors and embraces opportunities to improve knowledge about new legislation and best practice solutions.

A2Z Services will proactively seek out advice, education and industry knowledge to foster continual improvement in WHS systems and updates of relevant legislation.

A2Z Services will endeavour to manage legislative change by:

Assigning responsibilities for researching legislative variations with State and Federal Authorities;
Participating in learning opportunities such as information sessions provided by industry stakeholder groups, unions, and relevant authorities;
Seeking advice from suitably qualified people where required (such as work consultants);
Attending conferences, trade shows etc. where possible;
Ensuring refresher training is undertaken where required;
Liaising with local authorities as needed.

A2Z Services has put in place mechanisms to manage legislative change by:

Regularly reviewing WHS policies, procedures, systems and processes to ensure they are current and in line with relevant legislation;
General Manager is assigned responsibilities for researching and recording relevant legislative changes and provisions and taking action to address those changes as required at A2Z Services;
Reviewing WHSMS policies, procedures, systems and processes to maintain currency;
Notifying, all relevant persons on the changes;
Maintaining documented records of modifications to policies, procedures, systems and methods due to legislative changes via the document control system. Seeking advice from suitably qualified persons where required (such as WHS consultants) to assist with management of legislative changes;
Ensuring workers can access relevant WHS information either in electronic form or hard copies as required;
Maintaining subscriptions and memberships to related industry associations and publications to keep access to relevant information and reference sources;
Liaising with local authorities as required.

Document Number	Document Name
OF0002	Quarterly Objectivise and Targets
OF0003	Objectivise Summary Form
OR0005	Legal Requirements Register
OR0019	Legislation Register

Section#

Para.#

Description of Change

Prepared By

Approved By

Issue#: 1 Issue Date: 13/7/2022

Disclaimer: This documentcontains material to assist in meeting environmental management, Work Health and Safety and Quality obligations under the International Standard ISO AS/NZS ISO 9001:2016,14001:2016 and other legislative bodies. This document contains material sourced from Safe Work Australia. Any such material remains subject to copyright © Commonwealth of Australia. https://www.safeworkaustralia.gov.au/copyright. Although every effort has been made to ensure the accuracy of this information at the time of publication, it is provided as guidance only and does not provide legal advice on meeting your obligations. This document and its contents are © A2Z services 2018 and or the originating source authors and no permission is given for its duplication or copying, in part or in its entirety, for use outside its original purposes as stated within the company.