Getting ready for migration from OHSAS 18001:2007 to ISO

45001:2018

Vishal Chavan
G.M.- Client Training Service

Improving performance,
reducing risk
Introduction

Improving performance,
reducing risk
Topics to be covered

• What has changed from OHSAS 18001 to ISO 45001

• The impact of these changes on existing health and safety (OHSAS 18001)

management system implementation

• Tips on implementing critical changes

• Key documentation requirements in the new standard

• How to integrate ISO 45001 with other new ISO standards like ISO

9001:2015, ISO 14001:2018

The ISO 45001:2018 migration timeline

October October 2014 March 2015 Quarter 1 Quarter 3 Migration

2013/July 2016 2016 ISO Period
2014 Project CD2 for 45001:2018
First working Committee comment and ISO/DIS FDIS to be published in 3 years from
draft failed to ballot published standard
completed. reach a 45001:2016 12 March publication
CD1 produced consensus on published for 2018
for comment CD1 comment
and ballot (3 months)
ISO Directive: Annex SL, appendix 3
The ten standard clauses

1. Scope
2. Normative references
3. Terms and definitions
4. Context of the organization
5. Leadership
6. Planning
7. Support
8. Operation
9. Performance evaluation
10. Improvement
The High Level Structure for OH&S Management

PLAN DO CHECK ACT

4. 5.
6. 7. 8. 9.
CONTEXT OF LEADERSHIP 10.
PERFORMANCE
THE AND WORKER PLANNING SUPPORT OPERATION IMPROVEMENT
EVALUATION
ORGANIZATION PARTICIPATION

9.1 Monitoring,
4.1 Understanding 6.1 Actions to
5.1 Leadership and 8.1 Operational measurement,
the organization address risks and 7.1 Resources 10.1 General
commitment planning and control analysis and
and its context opportunities
evaluation

6.2 OH&S
4.2 Understanding 8.2 Emergency 10.2 Incident,
objectives and
the needs and 5.2 OH&S policy 7.2 Competence preparedness and 9.2 Internal audit nonconformity and
planning to
expectations of response corrective action
achieve them
workers and other
interested parties
5.3 Organizational 9.3 Management
4.3 Determining the roles, 7.3 Awareness 10.3 Continual
review
scope of the OH&S responsibilities, improvement
management accountabilities
system and authorities
7.4 Information
and
4.4 OH&S 5.4 Consultation communication
management and participation
system of workers
7.5 Documented
information
Scope of ISO 45001:2018.

Aim Intended outcome

– Improve occupational health and
safety
– Eliminate hazards and minimize
OH&S risks (including system
deficiencies),
– Take advantage of OH&S
opportunities, and
– Address OH&S management system
nonconformities associated with its
activities
– Continual improvement of
OH&S performance;
– Fulfilment of legal requirements
and other requirements;
– Achievement of OH&S
objectives.
– To integrate other aspects of
health and safety, such as
worker wellness/wellbeing.
What’s new?

Improving performance,
reducing risk
ISO 45001:2018- Key areas of change to requirements

Clause number: Title Item Change

Some clarification stating all requirements
1: Scope Scope
in the standard relate to all organisations
2: Terms and
Terms and definitions New & updated terms and definitions
definitions
4: Context of the Context of the
New requirements
organisation organisation
Greater area of focus, integral to business
5: Leadership Leadership
processes and accountability
Risks/Opportunities New requirement
6: Planning
Planning of changes Greater area of focus
Competence
Awareness Must be defined
Information & New requirements
7: Support
communication Greater area of focus
Documented New terminology
Information
ISO 45001:2018-Key areas of change to requirements - Part 2

Clause number:
Item Change
Title

Managing Change New requirement

Outsourcing Requirements made clearer
8: Operation
Procurement New requirement
Contractors New requirement

Greater area of focus especially on

Analysis and
9: Performance performance
evaluation
evaluation Greater area of focus on risk(s) and
Management review
performance

Incident,
nonconformity & Clarification on approach and structure,
10: Improvement corrective action removal of preventive action
Continual Enhanced requirements
improvement
Implications of the changes
to your organization

Improving performance,
reducing risk
How significant are the changes to my organization?

Are dependent
The implications
upon your
for your
organizations
organization
circumstances
Implications: Annex SL

• Annex SL will help to facilitate management systems standards (MSS)

integration, thereby delivering increased benefits and efficiencies while
providing a more complete view of an organization - often spanning
multiple sites, geographies and suppliers.

• As organizations begin to understand and appreciate the value of

different management systems all speaking a common language, it will
be organizations and - and in turn the consumer - who stand to be the
true beneficiaries.
Implications: Organizational context

• Organizations will need to determine the external and internal factors

that are relevant to their purpose and that affect their ability to achieve
the intended results of the management system.

• This may have implications for the design of the management system
and the alignment of strategy and structure within organizations.

• External issues can be related to technological, economic, market,

competition, culture, legal and other social factors.

• Internal issues can be related to culture, knowledge, values and

performance
Implications: Leadership

There are now more areas where top management need to demonstrate
their direct involvement and engagement with the OH&S management
system, such as:
• Ensuring integration of OH&S requirements into the organizations
business processes.
• Taking accountability for the effectiveness of the OH&S
management system.
• Promoting the use of the process approach.
• Assuring the OH&S achieves its intended results.
• Supporting other relevant management roles to demonstrate their
leadership.
• Develop positive OH&S “culture” within the organization.
Implication: Worker’s participation

• The standard requires the leadership to consider worker participation and

consultation in the following process within OH&S management system-
• Hazard identification and Risk assessment
• Risk management and control
• Provision of time and resources to accomplish tasks
• Identify training needs and create more awareness of hazards and
OH&S risks
• The leadership is required to provide a mechanism to foster, promote and
enable effective cooperation across all level of the organisation. E.g.
worker’s safety delegates, OHS committee.
Implications: Risk

• Organizations need to identify risks to ensure that policy and

objectives can be achieved. For significant risks measures need to
be put in place to manage them.

• This is an extension of the current planning and preventive action

requirements. This strengthens the need for organizations to look
ahead so that the management system delivers for the future as
well as the present.
Implications: Outsourcing, Procurement & Contractors
Management

• The organization needs to ensure that all outsourced processes that has the
potential to impact OH&S Management system are controlled and
management.
• The standard requires the business to have adequate and effective controls
with regards to procurements of products (e.g. raw materials, equipment,
services) to ensure that procured items meet the OH&S requirements of the
organisation.
• The OH&S Management should expand beyond just workers and include
contractors are engaged by the organisation to perform various business
activities.
• The OH&S risks that arises in contractor engagement should be maintained
and controlled.
Implications: Performance

• Performance requirements include the preparation of performance

analysis as well as comparison against targets and objectives as a
significant input into the management review process.

• This will strengthen the link between management system

performance and health and safety trends in performance.
Implications: Change

As the organization implements the changes necessary to align with the new
requirements of the standard it will need to ensure that it also maintains the
system in order for the transition to be as seamless as possible.

ISO 45001:2018 recognises the importance of managing change and has

dedicated a new clause (8.2) to the subject.

Note that the requirements of the new standard are not a ‘super-set’ of the
current one. This means that a system that just meets the basic requirements
of the new standard may not pass an audit against the current standard.

E.g. if you do away with the OH&S Manual (because it is no longer required
in the new standard) you will invalidate your current certification to OHSAS
(18001:2007)
Implications: Integration

• The introduction of high level common text and structure for all
management systems standards through the adoption of Annex SL will
help organizations using more than one standard to align aspects and/or
integrate elements or the whole of their management system.
Key documentation requirements in ISO
45001:2018

Improving performance,
reducing risk
Documented information-Key points to remember before
you proceed

• What types of documented information the company needs to keep?

• Documented information that supports the operation of processes, and secondly,

• Documented information to be able to prove that the processes are carried out as

planned?

• The main objective of the documentation requirements is to ensure consistency of

the processes and provide evidence that procedures are applied; and, by meeting the

requirements of the standard regarding the documentation, the organization will

most certainly achieve this objective.

Documented information requirement in the standard-
( documents)

1. Scope of the OH&S management system (clause 4.3)

2. OH&S policy (clause 5.2)

3. Responsibilities and authorities within OH&SMS (clause 5.3)

4. OH&S process for addressing risks and opportunities (clause 6.1.1)

5. Methodology and criteria for assessment of OH&S risks (clause 6.1.2.2)

6. OH&S objectives and plans for achieving them (clause 6.2.2)

7. Emergency preparedness and response process (clause 8.2)

Documented information requirement in the standard-
(Records)

1. OH&S risks and opportunities and actions for addressing them (clause 6.1.1)
2. Legal and other requirements (clause 6.1.3)
3. Evidence of competence (clause 7.3)
4. Evidence of communications (clause 7.4.1)
5. Plans for responding to potential emergency situations (clause 8.2)
6. Results on monitoring, measurements, analysis and performance evaluation (clause 9.1.1)
7. Maintenance, calibration or verification of monitoring equipment (clause 9.1.1)
8. Compliance evaluation results (clause 9.1.2)
9. Internal audit program (clause 9.2.2)
10. Internal audit report (clause 9.2.2)
11. Results of management review (clause 9.3)
12. Nature of incidents or nonconformities and any subsequent action taken (clause 10.2)
13. Results of any action and corrective action, including their effectiveness (clause 10.2)
14. Evidence of the results of continual improvement (clause 10.3)
Non-Mandatory documented information-few examples

1. Procedure for Determining Context of the Organization and Interested

Parties (clause 4.1)
2. OH&S Manual (clause 4)
3. Procedure for Consultation and Participation of Workers (clause 5.4)
4. Procedure for Hazard Identification and Assessment (clause 6.1.2.1)
5. Procedure for Identification of Legal Requirements (clause 6.1.3)
6. Procedure for Communication (clause 7.4.1)
7. Procedure for Document and Record Control (clause 7.5)
8. Procedure for Operational Planning and Control (clause 8.1)
9. Procedure for Change Management (clause 8.1.3)
What do you do next?

Improving performance,
reducing risk
Determine how significant the changes are
to your organization?

Level of
involvement
of top
Maturity of management Approach to
your OH&S risk
MS management

Dependent Use of a
on your Implications process
for your
organizations organization based
circumstances approach
Key Factors for Success

ISO 45001 has clause 0.3 Success Factors, which ISO believe that the “success
of the OH&S management system depends on”.

• “Top management leadership and commitment”.

• “Promotion of developing, leading and promoting the organizations

culture that supports the OH&S management system”.

• “Consultation – two way communication”

• “Allocation of the necessary resources for its sustainability”

• “Clear OH&S policies which are compatible with the overall strategic
objectives and direction of the organization”.

• “The integration of the OH&S management system into the

organizations business processes”.
Key Factors for Success

• “The continual evaluation and monitoring of the OH&S management

system to improve OH&S performance”.

• “OH&S objectives that align with the OH&S policies and reflect the
organizations OH&S hazards and risks”

• “Awareness of its applicable legal and other requirements”

• “Effective processes for identification of OH&S hazards, control of the

OH&S risks and taking advantage of OH&S opportunities”.
How can LRQA help me?

Not sure where Need help Need help to get

to start? engaging your your colleagues
leadership team? up to speed?

• Training will • A bespoke • Our in-house or

help you identify training course public training
the key areas of for your top courses for
change that are management Internal
relevant to you will help ensure Auditors will
• A gap analysis that your give them the
will look at your organization is knowledge and
existing OH&S in meeting the skills they need
terms of how it explicit strategic to perform
meets the ISO requirements of effective
45001:2018 ISO 45001:2018 internal audits
requirements that meet the
requirements of
ISO 45001:2018
Review

Improving performance,
reducing risk
Recap

• Introduce you to Annex SL, the new high level structure (HLS) of all ISO
Standards.

• Identify and discuss what is new to the standard and what has changed
from ISO 45001:2018.

• Help you identify the potential implications for your organization of the
changes to ISO 45001:2018.

• Help you identify what you need to do to plan for your organization’s
transition to ISO 45001:2018.

• Provide you with a useful reference guide.

Summary

• Much of your existing system will, no doubt, meet large parts of the new
standard so you will not be starting from scratch.
• You have three years to transition to the new standard from the
publication date.
• Remember, it is your OH&S MS and needs to be designed to deliver
tangible benefits to your organization.
• The whole concept of having a OH&S MS is to take preventive action to
manage the RISK to the on-going success of your organization in an ever
changing world.
• If you would like additional help such as a GAP audit against the new
Standard, on site training of your existing auditors or want us to deliver a
management briefing, LRQA Training are here to help
Thank you

Contact us:

• +91 (0)22 4260 3426 (Direct), or ;

• Email: trainingindia@lrqa.com