SECTION 2: PLANNING & COMMUNICATION
PRO2-06 WRITING IPT HSW PROCESSES1. Objective
The objective of this process is to provide guidance on how to write Occupational Health and Safety (OHS) processes within the Infrastructure, Property & Technology (IPT) HSW Management Sub-System.
Note: The purpose of this process is to reflect key requirements outlined within The University of Adelaide HSW Policy and Handbook whilst addressing reporting, operational needs and site specific hazards within the IPT Branch.
2. Scope
The scope of this process is limited to OHS processes and protocols for employees, contractors, visitors and volunteers within the IPT Branch.
3. Process
Process Steps / Responsible Person / Frequency / Relevant Documents3.1 Identifying Gaps in the IPT HSW Management System
3.1.1 / Gaps may be identified in the IPT HSW Management System, resulting from:
· Incident/near miss;
· Inspection;
· Change in legislation;
· Change in University Policy or HSW Handbook;
· Audit or Internal Review; and/or
· Introduction of new equipment, substances or work practices. / All Persons / As Required / OHSW Act
OHSW Regulations
IPT HSW Management Sub-System
3.1.2 / Determine whether the gap requires an existing process to be reviewed or a new process to be developed. / Business Services Administration Manager / As Required
3.2 Key Steps to Writing an OHS Process
Document Title: / PRO2-06 Writing OHS Processes.docx / Version No. / 1.0 / Effective Date: / 26 November 2010
Filepath: / S:\Services_Resources\Infrastructure\Shared\HSW\IPT HSW Management System\Section 2 - Planning & Communication\2.06 Writing IPT Processes\PRO2-06 Writing OHS Processes.docx / Next Review Date: / August 2012
Page 2 of 4
THIS DOCUMENT IS UNCONTROLLED WHEN PRINTED
3.2.1 / Consultation must occur with the following stakeholders:
· HSW Team to determine if a current process exists within the HSW Handbook or if a process is being developed;
· Director Infrastructure, Property & Technology Branch;
· Business Unit Manager of the area concerned;
· Supervisor/Manager;
· Health and Safety Officer (if applicable);
· Health and Safety Representative (if applicable);
· Employees; and
· Health, Safety and Wellbeing Consultative Committee / HSW Team
Director Infrastructure, Property & Technology Branch
Business Unit Manager
Supervisor/Manager
HSO (if applicable)
HSR (if applicable)
Employees / As Required / OHSW Act
OHSW Regulations
University HSW Management System
3.2.2 / Once the consultation process has commenced, approval for the proposed new process must be sought from the Director IPT Branch before proceeding.
Note that the OHSW Act, Regulations and HSW Handbook should be referenced when providing a proposal for a new process to be developed. / Director IPT Branch / As Required / OHSW Act
OHSW Regulations
IPT HSW Management Sub-System
PRO2-06 Writing IPT HSW Processes
3.2.3 / Business Services will arrange for the document to be prepared and will ensure all relevant stakeholders are included in the development. / Business Services Manager / Ongoing
3.2.4 / The following must be considered.
Objective:
· What are the key objectives of the process?
Scope:
· What are the limitations? Who does the process cover?
Process Steps:
· Outline all key steps in the process, along with responsible persons, frequency and relevant documents for each step.
Responsibilities and Process Compliance:
· Who are the key stakeholders who have responsibilities and what processes are in place to ensure compliance?
Definitions:
· Outline any key definitions to assist in understanding the process.
References:
· List any legislative publications or documents from within the IPT HSW or University HSW Management System that are referenced in the Process. / Process Writer / As Required / 2-06F01 Process Template
2-06F02 Form Template Portrait
2-06F03 Form Template Landscape
3.2.5 / Once a draft process and associated documentation have been developed, they must be circulated to key stakeholders for further consultation.
The draft process should be an agenda item for discussion at an IPT HSW Consultative Committee meeting.
A number of revisions may be circulated for consultation prior to final sign-off.
Approval for finalised new process must be sought from the Director IPT. / Director Property & Technology Branch
Business Unit Manager
Supervisor/Manager
HSO (if applicable)
HSR (if applicable)
Employees / As Required / IPT HSW Consultative Committee Meeting Agenda and Minutes
3.2.6 / Once finalised, the new process can be included in the IPT HSW Management Sub-System.
Ensure Document Control process is followed.
Upload document online where applicable. / All relevant Staff / As Required / PRO2-07 Document Control
3.3 Implementation
3.3.1 / Implement new process by distributing to:
· Business Unit Managers; and
· Managers/Team Leaders. / Business Services Manager / As Required
3.3.2 / All IPT employees and Agency workers will be notified of the new Process. / Business Services Manager / As Required / IPT HSW Consultative Committee Meeting Agenda and Minutes
3.3.3 / Training in the new process will be provided to staff affected by the new Process / Business Unit Manager / As Required / Training Records
Team Meeting Minutes
3.3.4 / Scheduled evaluations of the process will be determined by the IPT HSW Consultative Committee. / Business Services Manager / As Required / IPT HSW Consultative Committee Meeting Agenda and Minutes
4. Responsibilities and Process Compliance
Accountable Person / Action / Auditable RecordsDirector Infrastructure, Property & Technology / Approving the development of any new processes and/or forms for use within the IPT HSW Management Sub-System of the Branch;
Involvement in the consultation process; and
Approval of the revised/new process (this role may be delegated to the Business Services Manager). / New Process
IPT HSW Committee Meeting Minutes
Business Services Manager / Coordination the review/preparation of the process.
Business Unit Manager / Involvement in the consultation process. / New Process
IPT HSW Committee Meeting Minutes
Manager/Team Leader / Involvement in the consultation process. / New Process
IPT HSW Committee Meeting Minutes
Health and Safety Representative / Involvement in the consultation process. / New Process
IPT HSW Committee Meeting Minutes
Employee / Involvement in the consultation process. / New Process
IPT HSW Committee Meeting Minutes
5. Definitions
IPT HSW Management Sub-System / A Health, Safety and Wellbeing system which incorporates key processes, associated forms and any other relevant documents to provide guidance, legal compliance and relevant information to ensure safe systems of work for employees, contractors, agency staff, volunteers and visitors within the Infrastructure, Property and Technology Branch workplace.6. References
· Occupational Health, Safety and Welfare Act 1986
· Occupational Health, Safety and Welfare Regulations 2010
· Codes of Practice (if applicable)
· Guidelines (if applicable)
· HSW Handbook
Document Title: / PRO2-06 Writing OHS Processes.docx / Version No. / 1.0 / Effective Date: / 26 November 2010Filepath: / S:\Services_Resources\Infrastructure\Shared\HSW\IPT HSW Management System\Section 2 - Planning & Communication\2.06 Writing IPT Processes\PRO2-06 Writing OHS Processes.docx / Next Review Date: / August 2012
Page 2 of 4
THIS DOCUMENT IS UNCONTROLLED WHEN PRINTED