ELEMENT 4

HEALTH AND
SAFETY
MANAGEMENT
SYSTEMS 3 -
PLANNING
1) Identify the factors are to be considered when setting health and safety objectives for an
organization - 8 marks

Who is going to set the objectives: The involvement of senior management and the guidance
from the health and safety practitioners and advisors
How objectives will be set at each functional level: Objectives are to set at different levels of
the organization to achieve the goals. It can be achieved by setting and agreeing personal
targets w i t h individuals. All objectives are to be reviewed periodically
Legal and other requirements: Objectives should recognize the legal standards and other
legal requirements, e.g. Corporate Policy, insurance; other requirements of legal like Third Party
Certifications, etc.
Hazards and risks: While setting the objectives hazards and risk which are developed in the
site to be taken into account. If it is not taken into account it may pursue the objectives that
are irrelevant or that address only trivial matters
Technological options: Whenever technology changes in the organizations should take an
advantage of that new technology and set objectives accordingly
Financial, operational and business requirements: For the achievement of Occupational
health and safety objective it should be incorporated with economical, operational and
business objectives so that there is no conflict of goals

2) The aim of risk assessment: Is to ensure that hazards are eliminated or risks are minimized by
the correct application of relevant standards

3) Outline the key stages of risk assessment process – 8 marks

The five stages involved in the risk assessment process are:

Look for the Hazards (Identify the Hazards associated with the work activity)
Decide who might be harmed and how (Identify the population at risk)
Evaluate the Risk and decide the suitable control measures
Record the findings and implement the control measures
Monitor and Review the risk assessment and revise if necessary

Look for the Hazard: Identify the hazards associated with the work activity

The first step involved in the risk assessment process is to identify the hazard. Before risk can
effectively be managed it is important to identify all the hazards associated with the activity or
Process. Following are some techniques that can be used; Safety Inspection, Safety Tour,
Employee Interaction, Examination of Documents like (Material Safety Data Sheet (MSDS),
Product Label, User’s Manual, Previous Accident Investigations Records), Combined Techniques
- Hazard & Operability Study (HAZOP) and Non Inspection Techniques - Job Safety Analysis (JSA)
Decide Who Might be Harmed and How

Once the hazards have been identified, it is important to identify the different categories of
people who are exposed to each of the identified hazard.

The categories might include: Employees carrying out the task (ex: Operator), other employees
working nearby (eg. helper, supervisor, foreman etc.), vulnerable people like disabled persons,
young workers, visitor and pregnant women

Evaluate the Risk and Decide the Control Measures

Estimate the Risk: Risk estimation is performed to determine the magnitude of the size of the
risk. Risk should be calculated based on the existing control measures. Risk can be estimated by
the likelihood of an occurrence of a hazardous event and the severity of injury or damage to
the health of people caused by this event. Risk can be calculated both qualitatively and
quantitatively.
Evaluation of Estimated Risk: Evaluation is the decision making process whereby we decide, on
the basis of the risk we have estimated as to whether it is acceptable or otherwise.
Control Measures: Having estimated the magnitude of the risk, decide if the existing control
measures are adequate or whether additional are necessary. The control measures planned
should reduce the risk to bare minimum (ALARP – As Low as Reasonably Practicable) also it
should be effective on the basis of cost, time & effort (SFAIRP – So Far As Is Reasonably
Practicable)

Record the Finding & implement the control measures

Significant observations made during the assessment need to be recorded. These includes
Significant Hazards & Risks, Risk Ratings, Existing Control Measures, Control Measures Needed
Residual Risk, Type of Monitoring Needed , Date and time , Name of the risk assessors, location
and the type of work activity and the legal requirement s .The identified Control measures are
to be implemented by a responsible person within the time duration

Monitor and Review the risk assessment and Revise if necessary

The control measures are to be monitored and Risk assessment need to be checked periodically
(with reference to the legislation) and necessary updates to be done on it, if required. A risk
assessment needs to be reviewed under the following circumstances’.

In case any changes in the work activity, Introduction of new plant & machinery, Change in
work procedure, Change in materials, new information on hazardous substances, new
legislation, Change in workforce, Increase of accident, Consultancy advised, etc.
4) Explain the criteria which must be met for a risk assessment to be suitable and sufficient - 8
Marks

State the name and competence of the assessor

Identify the significant hazards and risks arising out of or connected with the work
Identify all those persons who could be at risk
Evaluate the effectiveness of current controls
Identify other protective measures required to control the risk to an accepted level
Enable the employer to identify and prioritize the measures that must be taken to protect
people from harm, including complying with any relevant legal provisions
Record the significant findings
Be appropriate to the nature of work and remain proportionate to the risks
State the period of time for which it is likely to remain valid

5) Outline factors that the employer should take into account when selecting individuals to
assist in carrying out risk assessment - 6 marks

The factors include the individuals' past experience and training in hazard identification and in
carrying out risk assessments, their experience of the process or activity carried out in the
workplace and their knowledge of the plant and equipment involved, their ability to
understand and interpret regulations, familiar with the codes of practices, standards and
guidance, their communication and reporting skills, an awareness of their own limitations
and their attitude and commitment to the task

6) Outline the reasons of involvement of non competent persons while carrying out a risk
assessment - 4 marks

Participation and suggestions in the risk assessment are to be gained

It allows to gain experience and knowledge in the process of risk assessment
Employee involvement can be achieved
Safety culture and behavior of the employees can be improved
Workers can suggest practical risk control measures to reduce the risk

7) Outline the team members are involved in the risk assessment process - 4marks

Workers are familiar with the tasks and areas to be assessed

Health and safety specialists, such as safety practitioners and occupational health nurses
Technical specialists such as mechanical & electrical engineers
Worker safety representative
Line manager responsible for tasks or areas being assessed
8) Give the meaning term Hierarchy of Controls - 2 Marks

Is a concept used a great deal in health and safety. It is a list of options in order of importance,
effectiveness or priority and written so that the most extreme and effective method of control
is at the top of the hierarchy (elimination), with the least effective at the bottom (PPE).

9) Identify the General Hierarchy of control measures to reduce the risk level - 8 marks

The general hierarchy for controlling health and safety risks in the workplace includes the
possibility of Eliminating the risks by designing them out, changing the process or contracting
the work out. The next step would be the Reduction/Substituting or replacing a hazard or
hazardous work practice with a less hazardous one. For example, reduce the manual handling
operation by substituting mechanically operated load handling equipment’s, trolley. If this were
not possible, then Isolation, using enclosures, barriers or worker segregation, Engineering
controls such as guarding, the provision of local exhaust ventilation systems, the use of
reduced voltage systems or residual current devices, finally when all above controls failed,
Administrative controls such as establishing policies, procedures and work practices designed
to reduce a worker’s exposure to a risk, scheduling breaks, which will reduce the fatigue. Other
administrative controls like Information it is one way process of passing information (Verbal
communication), Instruction is a written communication also we can say like posters and
notices, Training is a system which enables the employees to make competent, Supervision for
routinely checking workers and exercising their authority to control behavior. The provision of
personal protective equipment “Equipment or clothing that is intended to protect the worker
from harm, e.g. Hard hat

10) Explain why personal protective equipment (PPE) should be considered as a last resort in the
control of occupational health hazards – 8 marks
OR
Personal protective equipment (PPE) should only be considered after other control measures
have been found to be ineffective or not practicable – 8 marks
OR
Give reasons why PPE should be considered only after other control measures - 8 marks.

Personal protective equipment (PPE) should be considered as last resort when all hierarchy
of controls has been failed. The reasons include that PPE may not provide adequate protection
because of such factors as poor selection, poor fit, incompatibility with other types of PPE,
contamination, and misuse or non-use by employees. In addition it only protects one person –
the wearer. PPE is likely to be uncomfortable and relies for its effectiveness on a conscious
action by the user. In certain circumstances, its use can actually create additional risks, for
instance, warning sounds masked by hearing protection, it may be contaminated if not stored
correctly, PPE may be more expensive than addressing the hazard at source, PPE does not
remove hazards and people often do not like wearing PPE so it may not be worn.
11) Outline the benefits of PPE - 5 Marks

Personal protective equipment (PPE) should be considered as last resort but also having
number of benefits. It can be used as an interim (short term) control whilst more expensive or
difficult controls are put in place. Some situations it may be the only control option
available. It may b e needed as a back-up for emergencies when other controls have failed. It
is usually cheap and it gives immediate protection.

12) Outline when PPE will be suitable - 5 Marks

Personal protective equipments will be suitable when it should be appropriate for the risks and
the conditions. Ergonomically suitable for the working environment and provide suitable
storage facility. Adequately fit to the wearer’s body a n d ensure that when two or more items
of PPE have to be worn together, they are compatible, it does not increase overall risk and it
complies with relevant standard. PPE should be provided with suitable information, instruction
and training and replace or repair the damaged parts.

13) Identify the different safety signage used in the workplace - 6 marks

Prohibition – red and circular, with a black symbol

Fire-fighting – rectangular or square, with red being the dominant color
Warning – triangular, with the dominant colors being yellow and black
Mandatory – blue and circular, with a white pictogram
Safe condition – rectangular or square, with a green and white symbol

14) (a) Outline the reason why young persons may be at high risk of injury at work place - 4 marks

(b) Outline the control measures to young person’s to reduce risk of injury at work place – 4
marks

a) Young persons are more at risk compared to other employees because;

Young persons are over enthusiastic to perform the work, poor perception of work, lack of
experience to perceive the danger in an activity, easily susceptible to peer group pressure, take
more risks, lack of knowledge and less developed communication skill.

b) To reduce the risk associated with Young person’s certain control measures are to be
implemented such as;
Carry out risk assessment for young persons, provide specific health surveillance, prohibit
young persons from carrying out high risk jobs, restrict their work patterns and working hours,
train and supervise them to greater than other workers, provide clear line of communication,
provide mentor (Adviser) to monitor and supervise young people more closely.
15) (a) Outline the reason why pregnant ladies m a y be at high risk of injury at work place

(b) Outline the control measures for pregnant ladies t o reduce risk of injury at work place
(4 marks each)

(a) Expectant mothers have the potential of risk in the work place such as;
E xposure to chemicals and biological agents, exposed to Ionizing radiation, extreme
temperature, ergonomic hazards due to prolonged standing and sitting, exposed to lack of
light, noise, work load, exposed to Personal protective equipments, cause slip, trip and fall,
smoking, handling of load cause sprains and strain

(b) To reduce the risk associated with pregnant ladies certain control measures are to
be implemented like;
Provide good ergonomic condition with sufficient light, temperature must be monitored,
chair conditions, working hours are to be reduced, provide good ventilations, provide rest
rooms and give maternity leave.

16) Outline the reasons why disabled persons at high risk in the work place - 4 marks

The disabled person having facing number issues during emergency and in their work due
to; Reduced mobility, reduced ability to carry or move access to welfare facilities, sensory
disabilities and Communication disability.

17) Outline the reasons why lone workers may be more risk at workplace - 4 marks

They may be more at risk in case of any injury or fall ill

In case in of any failure in communication system
They may more at risk in the night working hours and also incase in financial loss
They may be more risk of violence, particularly if the worker is exposed to the members of the
public

18) Control measures and Safe System of Work to reduce risks to lone worker

Worker properly trained and experience

Employer set limits on what can/cannot be done
Periodic visiting by supervision to observe procedures being followed
Regular contact between worker and base
Automatic warning devices
Devices to raise the alarm
Check worker has returned to base/home
First aid kit and training
Emergency actions to be taken if worker becomes ill
19) The factors to be considered when assessing risk to Night Shift Workers – 8 marks

Change in hours worked

Disruption of normal routines and general wellbeing
Causes of fatigue and human error
Level of supervision required
Specialist advice
Risk of violence
Emergency arrangements/first aid facilities
Environmental factors (temperature, lighting, etc.)

20) Why visitors to a workplace might be at greater risk of injury than workers

They may be unfamiliar with processes being carried out and the associated hazards and risks
They may not have been issued with PPE as a visitor
They may lack knowledge on site layout and pedestrian routes may be inadequate or not signed
properly
They may not have knowledge of emergency procedures
They may be particularly vulnerable if they are young or disabled

21) Control measures for Visitors

Visitor identification by means of badges

A signing in and out routine
Prior notification of staff members involved in the visit
Provision of information to visitors on hazards and emergency procedures
An explanation of specific site rules (e.g. use of PPE)
Clear marking of pedestrian routes
Visitors to be escorted by a manager or supervisory staff

22) Give the meaning term safe system of work - 2 marks

A safe system of work is a formal procedure based on a systematic examination of work in order
to identify the hazards. It defines safe methods of working which eliminate those hazards or
minimize the risks associated with them.
23) Outline the factors that should be considered when developing a safe system of work - 8
marks

When developing a safe system of work, the following factors are to be considered;

People: Are the people competent/trained to conduct the specific work/task, skills of the
person, safety behavior and motivation given by management, experience in the field,
knowledge on rules and regulations.

Equipment: Is the machinery/equipment specific for the work, is it in good condition, whether
guards were provided, having the test and calibration certificate, machines and equipment’s
are ergonomically designed and located, have it is designed with adequate maintenance
provisions.

Materials: How and what we will use and under what circumstances, have information and
instruction available about the materials, are the materials having adequate quality, product
label is available or not.

Environment: will the environment in which the work is being carried out have sufficient
heating, ventilation, lighting, workspace, etc. will the activity or process have an impact on the
environment, having adequate access and egress, are the area free from obstructions,
adequate barrications are available.

24) Outline the reasons to involve workers while developing a safe system of work - 4 marks

The practical knowledge and skills provide valuable sources of information about the nature of
the risks including unusual ones, and method of working.
Worker can contribute by assessing plans and written documentation and provide feedback on
the effectiveness of the system in practice
Involvement in this way enables workers to gain deeper understanding of the hazards and
risks.
Involvement helps to give ownerships and commitment to the safe working methods to
workers.
Develops a positive culture and safety behavior.
25) (a) Give the meaning term Confined Space and GIVE examples - 2 marks
(b) Identify risks involved in a confined space – 6 marks
(c) Outline the safe system of work for confined space work - 8 marks

(a) The space which is having enclosed shape with limited access and egress. It is not designed
for continuous human occupancy. Examples: - Vessels, manholes, tanks, trenches and
tunnels deeper than 1.2 meters depth, sewers, etc.
(b)
Asphyxiation due to Oxygen deficiency
Inhaling toxic gases
Chances of fire or explosion
Entrapment in the free flowing solid which prevents escape
Drowning due to rising liquid

(C)
To work in confined space the safe system of work has to be implemented such as;
establish the confined space entry permit system, appropriate gas detectors are used to
ensure that there is no toxic or explosives gases in the confined space. Gas monitoring to
be done to ensure sufficient oxygen is available, ensure the openings are of sufficient size
for an employee to enter and exit.

Inspect the structure inside the confined space is stable. Deploy trained workers and
confirm the availability of fire watcher and fire extinguisher. Good level of communication
should be established, sign in and out register has to be maintained. To meet with the
emergency situations, trained Emergency evacuation team must be available in the
reachable area, confined space entry attendant/hole watch be available near the entrance,
strict supervisor and safety coverage also to be maintained.

26) Give the meaning of the term “permit-to-work” - 2 marks

Permit to work is a formal written procedure applied to control certain types of work which are
potentially hazardous. It gives official permission to commence the job and it’s a part of a safe
system of work.

27) Identify FOUR types of work that may require a permit-to-work, AND give the reasons why in
EACH case - 6 marks

The types of work where a permit-to-work system might be required are;

Confined space work where there is a danger of fumes or toxic gases or shortage of oxygen;
 Work on live or high voltage electrical equipment where there would be a danger of
electrocution;
Hot work involving welding or cutting operations, where the risk of sparks may ignite nearby
flammable materials;
Maintenance work on dangerous process plant or production machinery due to the risk of
machinery being started up while work is in progress.

28) Identify the key elements of a permit-to-work system - (8 marks)

The key elements of a permit-to-work system are as follows:

Description of task - The work activity, location, equipments/machinery, environment

condition, etc. to be explained in the permit form
Hazard identification - The concerned person should do risk assessment. It is better to do spot
assessment to get the exact hazards
Planning - According to the hazard identification, check for the existing control me asure s and
its effectiveness. If additional control measures are required, provide the same and implement
i t , e . g . Isolation, insulation, etc.
Issuing authority - The permit can be issued by authorized person having competency. While
issuing permit, enter the validity, time, date, and number of people involved, calibration,
testing and other required safe system of work to be established. Meanwhile the information
communicated to relevant and safety department
Acceptance by a competent person - The supervisor or in charge of the work activities, has
to accept the permit from issuer by an understanding the hazards are identified and safe
system of work is implemented
Task carried out - The work has to be carried out by maintaining the control measures,
never remove or alter the control measures. Any n e w hazards are identified; it should be
reported to permit issuer. In case of emergency coordinate with departments
Permit cancelled - The permit issuer has the authority to cancel the permit in case of any short
coming of controls. In other case permit shall be cancelled, after the work has been
completed safely and the permit is not valid for any other work
Plant returned to normal - The issuer should check the control measure are put in place and
ensure the control measures are properly working or not. Give authorization to the operation
team to resume the work

29) Outline the limitations of permit to work system - 2 marks

Permit to work system is only a piece of paper and it doesn’t ensure safety
In some cases permit treated simply as unnecessary paperwork to be filled in because someone
at head office says
Sometime managers issuing the permits without actually checking the control measures have
been put in place and it may lead to unfortunate consequences
30) Outline when a permit will be effective for a hazardous work activity – 6 marks

The PTW system must be appropriate for the nature of the business and only authorized
person should issue the permit. Permit issuers must be familiar with the hazards of the
workplace and the job to carry out. Precautions must be checked before permits are authorized
(no issuing the permits from the desk) and Permits must not be amended. All permits
conditions adhered to and staff must be trained and competent. The system must be
monitored to ensure that it is effective and sufficient time must be allowed to ensure permits
are issued correctly

31) Outline the sources of information that may available to reduce the risk to the workers – 8
marks.

 INTERNAL INFORMATION SOURCES:

Risk assessment
Accident / incident records
Policies
Inspection reports
Medical records
Safety representatives
Health and safety committees
Plant registers
Maintenance reports
Safety advisors

 EXTERNAL INFORMATION SOURCES:

National Safety Organization
Government Organization
Suppliers and manufacturers
National codes practice and guidance notes
International Standards
Safety journals and magazines
Consultants and specialists
Insurance companies
Workers trade unions