1. GHANA INSTITUTE OF MANAGEMENT AND PUBLIC ADMINISTRATION ( GIMPA)
Fundamentals of Health and Safety Management
Topic: Safe systems of Work
By: Gershon D. Odum
Date: October 2016
GERSHON D. ODUM OCTOBER 2016

2. Goal Of the Module
This module provides trainees with background information on how to develop and implement safe systems of work to control hazards inherent in certain hazardous tasks.
GERSHON D. ODUM OCTOBER 2016

3. Learning Outcomes  
At the end of this module, trainees should be able to:
Explain what is meant by a safe system of work,
Develop and implement safe systems of work in simple workplace scenarios
Evaluate a safe system of work using active and reactive monitoring techniques and
Explain how permit-to work systems can contribute to the prevention of accidents and ill health
GERSHON D. ODUM OCTOBER 2016

4. Components of a Safe System
Combines materials, people, plant, equipment, task and environment
Must have logical well-thought out approach
Should fully identify and document all the hazards, safety precautions and safe working practices associated with all activities performed by employees.
GERSHON D. ODUM OCTOBER 2016

5. Definition
A safe system of work is a formal procedure which results from a systematic examination of a task in order to identify all the hazards and assess the risks.
It identifies safe methods of work to ensure that the hazards are eliminated or the remaining risks are minimized.
GERSHON D. ODUM OCTOBER 2016

6. It may also be defined as the integration of personnel, articles and substances in a laid out and considered method of working.
It takes proper account of the risks to employees and others who may be affected, and provides a formal framework to ensure that all the steps necessary for safe working have been identified and implemented.
GERSHON D. ODUM OCTOBER 2016

7. In simple terms a safe system of work is a defined method for doing a job in a safe way.
It takes into account all possible hazards to health and safety and seeks to eliminate or minimize them.
GERSHON D. ODUM OCTOBER 2016

8. When is a Safe System Required?
Many hazards are clearly recognisable and can be overcome by physically separating people from them e.g. by using guarding on machinery
A safe system of work is needed when hazards cannot be physically eliminated and some element of risk remains.
Non-routine work as well as normal operations should be considered.
GERSHON D. ODUM OCTOBER 2016

9. Examples of Safe Systems of Work
Verbal Instructions from Supervisors to their workers
Method statements
Written task instructions
Permit to work
GERSHON D. ODUM OCTOBER 2016

10. Method Statement
It is a procedural control document arising from risk assessment.
GERSHON D. ODUM OCTOBER 2016

11. Advantages of safe systems of work
It takes a practical approach in looking for all possible factors that can contribute to unsafe execution of a job and provides controls to ensure the most efficient and safe way to execute the job.
GERSHON D. ODUM OCTOBER 2016

12. An effective safe system: is based on looking at the job as a whole
starts from an analysis of all probable hazards, e.g. physical, chemical, biological etc.
brings together all the necessary precautions including design, physical precautions, training, monitoring, procedures and PPE.
GERSHON D. ODUM OCTOBER 2016

13. Essential Features of Safe systems of work
The essential features are anticipation and planning – to ensure that all probable hazards are identified and controlled.
In particular, this will involve a scrutiny of the following:
The sequence of operations to be carried out
The equipment, plant, machinery and tools involved
GERSHON D. ODUM OCTOBER 2016

14. The people doing the work ( their skills and experience)
Chemicals and other substances to which people might be exposed in the course of the work,
The people doing the work ( their skills and experience)
Potential hazards (health, safety, environment) whether to the people doing the work or to others who might be affected by it.
GERSHON D. ODUM OCTOBER 2016

15. Practical precautions which, when adopted, will eliminate or minimize these hazards
The training needs of those who will manage and operate under the procedure
Monitoring systems to ensure that the defined precautions are implemented effectively.
GERSHON D. ODUM OCTOBER 2016

16. Legal Requirements
ILO Recommendation 164 and most national laws on occupational safety and health such as the UK health and safety Act, the Ghana Labour Act require employers to provide safe plant and systems of work.
In addition regulations under the Acts require information and instruction to be provided to employees and others.
GERSHON D. ODUM OCTOBER 2016

17. In order to comply with these it is often necessary to develop safe systems of work.
GERSHON D. ODUM OCTOBER 2016

18. Development of Safe Systems
Role of competent person: a competent person or safety adviser may be required to be appointed under national legislation.
Appointed competent person should assist management to:
draw up guidelines for safe systems of work
prepare suitable forms and
advise management on the adequacy of the safe system of systems produced
GERSHON D. ODUM OCTOBER 2016

19. Role of Managers: Managers and supervisors are primarily responsible for providing safe systems of work because they will know the detailed way in which tasks must be performed.
Managers/supervisors are responsible to ensure that employees are adequately trained in specific safe systems of work and are competent to carry out the work safely.
GERSHON D. ODUM OCTOBER 2016

20. Managers need to provide supervision to ensure that the system of work is followed and the work is carried out safely.
The level of supervision will depend on the experience of the particular employee concerned and the complexity and risks of the task.
GERSHON D. ODUM OCTOBER 2016

21. Employees have the responsibility to follow the safe systems of work.
Role of employees/consultation: Employees who carry out the job should assist in the preparation of the safe system of work.
Consultation with employees who will be exposed to the risks of the task is also a legal requirement.
Employees have the responsibility to follow the safe systems of work.
GERSHON D. ODUM OCTOBER 2016

22. Designing a Safe System of Work
5 Steps:
Assess the task
Identify the hazards
Define safe methods
Implement the system
Monitor the system
GERSHON D. ODUM OCTOBER 2016

23. Step 1. Assessing the Task
Assess all aspects of the task and its risks.
Consider health hazards as well as safety
Take account of:
What is used
Who does what
Where task is carried out
How and when task is done
Possible sources of errors
GERSHON D. ODUM OCTOBER 2016

24. Step 2. Identify the Hazards
Identify the hazards and evaluate the risks
Where possible, eliminate hazards and reduce the risks before you rely upon a safe system of work
GERSHON D. ODUM OCTOBER 2016

25. Risk control methods should take into account: Location of the work,
Environment,
Equipment,
Materials, and
People
GERSHON D. ODUM OCTOBER 2016

26. Step 3. Define Safe Methods
Define orally, by simple written procedures or by permits to work
Involve the people who will be doing the work - their practical knowledge of problems can help avoid unusual risks and prevent false assumptions being made.
GERSHON D. ODUM OCTOBER 2016

27. Defining the safe method involves:
setting up the task and any authorization necessary;
planning of job sequences;
specification of safe work methods including means of getting to and from the task area if appropriate;
conditions which must be verified before work starts; and
dismantling/disposal of equipment or waste at the end of the task.
GERSHON D. ODUM OCTOBER 2016

28. Step 4. Implement the System
Safe system of work must be communicated properly, understood by employees and applied correctly
Ensure supervisors know they should implement and maintain the system of work
Ensure adequate training is carried out for employees and supervisors
Stress the need to avoid short cuts - part of the system should be to stop work when faced with an unexpected problem until a safe solution can be found
GERSHON D. ODUM OCTOBER 2016

29. Step 5. Monitoring the System
Periodically checking that:
Employees continue to find system workable
Procedures laid down are being carried out and are effective
Any changes in circumstances which require alterations to the system of work are taken into account
GERSHON D. ODUM OCTOBER 2016

30. Use both proactive and reactive monitoring systems.
Any lapses discovered during the monitoring must be rectified.
GERSHON D. ODUM OCTOBER 2016

31. Do workers continue to find the system suitable?
Use the following questions to check the continuing effectiveness of the system:
Do workers continue to find the system suitable?
Are procedures being carried out?
Are the procedures still effective?
Have there been any changes which require a revision of the system?
GERSHON D. ODUM OCTOBER 2016

32. Software Vrs. Hardware Accident Prevention techniques
Safe systems of work are known as software accident prevention techniques and should not be substitutes for proactive or hardware accident prevention techniques such as design, guarding etc aimed at eliminating the the possibility of human failure
GERSHON D. ODUM OCTOBER 2016

33. Critical Task Analysis
In developing safe systems of work, task analysis could be undertaken to enhance the process of identifying and developing controls for critical or hazardous tasks.
GERSHON D. ODUM OCTOBER 2016

34. Definition of Task Analysis or Job Safety Analysis
Task analysis is the systematic examination of a task to identify the loss exposures associated with the task.
This method is also called job safety analysis.
It is also possible to carry out an integrated task analysis to cater for safety, health, environment and quality.
GERSHON D. ODUM OCTOBER 2016

35. Steps in Job Safety Analysis (JSA) or Task Analysis
Follow the SREDIM principle:
Select the job to be analysed
Record the steps in the process
Examine the component parts of the job job to determine any hazard,
Develop control measures
Install the safe system
Maintain and monitor the safe system
GERSHON D. ODUM OCTOBER 2016

36. JSA Example - Changing a Wheel on a Car
GERSHON D. ODUM OCTOBER 2016

37. Job Safety Reviews
Framework for an effective review can be provided by the existing JSA
Review is more effective if employees are included in the review team - safety reps are ideal
If all new employees can be taught safe methods of work at the outset, it is less likely they will develop bad habits with the passage of time
GERSHON D. ODUM OCTOBER 2016

38. Job Safety Instructions
It is pointless to devise safe methods unless they are made known to employees
Clear & unambiguous job instructions are essential
Job Safety Instructions should:
Give an unambiguous description of the way each step of the job is to be done
Stress the do’s and don’ts at each step, I.e. key points, and in particular the key safety points
GERSHON D. ODUM OCTOBER 2016

39. Instructions are useless unless they are complied with
Instructions are useless unless they are complied with. Preparing them is not difficult; the real problem is enforcing them
One way to ensure that rules and instructions are obeyed is to invite those who have to comply with them to participate in their preparation
GERSHON D. ODUM OCTOBER 2016

40. If instructions are ignored in practice and there is no ready means of enforcing them, they should be changed or withdrawn
A rule which is not observed will tend to foster the attitude that it is unnecessary to obey any rules and their value is impaired
GERSHON D. ODUM OCTOBER 2016

41. The issue of rules & instructions does not dispense with the need for supervision, which is the only effective method of seeing they are obeyed
It is not enough to merely issue instructions; steps must be taken to ensure they are understood
GERSHON D. ODUM OCTOBER 2016

42. Tasks Requiring Safe Systems of Work
Examples of tasks requiring safe systems of work are:
Cleaning tasks
Maintenance work
Changes to routine work
Working alone
Breakdowns and emergencies
Control of Contractors’ activities
Vehicle operations
GERSHON D. ODUM OCTOBER 2016

43. Summary SSoW are required by law
Some risks are clear and can be overcome
Look at every job - think about what is used, who does what, where and how it is done
Tell employees how the job must be done
When job is complex or risks are high, put instructions in writing
Make sure system is supervised
GERSHON D. ODUM OCTOBER 2016

44. End of Presentations
Thank You
GERSHON D. ODUM OCTOBER 2016