Ensure Assessment criteria AC: 1.1, 1.2, 1.3, 2.1, 2.2, 2.3, 3.1, 3.2, 3.3, 3.4, 4.1, 4.2, 4.3, 4.4 is in answer
Management Plan + Performance review + Audit Report
(Word count: max 2,000 words + 10% leeway)
Task 1: Carry out an analysis of an organization’s health and safety management practices.

Management Plan
1.0 Do a summary of your organization and provide an organization chart or structure detailing the organizations health and safety management structure including your own role where applicable.
Select Access is an Irish organization that specializes in Height Safety and access Solutions across Ireland, the UK and across Europe. We currently employ thirty employees. Between installations and inspections Select Access attend approximately twenty sites a week.
As seen below on our functional organization chart Davey Coxon is the Health and Safety Manager. He oversees policy development, compliance, and continuous improvement. Reporting to Davey is me, the safety and safety officer. Under me is the onsite representatives, they responsible for on-site risk assessments, hazard identification, and implementation of safety protocols. The Safety Committee, comprising representatives from various levels, fosters communication and 6collaboration on safety matters.
As a Safety Officer my role involves conducting regular site inspections, organizing safety training, investigating incidents, and creating risk assessment & method statements. This layered approach emphasizes a culture of safety, aligning with industry standards and regulatory requirements to create a secure working environment.

1.1,2.1,3.1,4.1 A detailed explanation of the roles of the board and / or senior management within the health and safety practices of the organisation, in terms of Planning and organisation; Leading and Controlling; Reviewing and Performance; Monitoring and auditing

Management Plan
Role of the board and / or senior management within the health and safety practices of an organisation in terms of:

1.1 Planning and organization;
In Select Access, senior management play a pivotal role in planning and organizing health and safety practices in the workplace. As the highest governing body, senior management sets the overall strategic direction for health and safety initiatives.

Senior management, including directors, are responsible for translating these strategies into actionable plans. Once a month we meet to allocate resources, establish policies, and define objectives to ensure a safe working environment. We also ensure roles and responsibilities are defined and clear to all.

Our involvement extends to overseeing the implementation of safety procedures, providing necessary training, and regularly reviewing performance metrics. This proactive approach demonstrates a commitment to prioritizing health and safety practices within our organization’s culture and operations.

2.1 Leading and Controlling

The board and senior management play a crucial role in leading and controlling health and safety practices in the workplace. Senior management leads by establishing a safety culture, setting clear policies, and providing resources for implementation. 

Visible leadership involves active participation in safety initiatives and communication. To ensure adequate controls, senior management oversees the development of comprehensive safety programs, conducts regular risk assessments, and investigates near misses.

Our organization controls health and safety practices by implementing an online reporting system (iAuditor) where employees can report hazards or near misses. Employees are encouraged to report near misses. This fosters a proactive approach to risk prevention.

Visible leadership from the top encourages employees to prioritize safety, creating a safer working environment. Additionally, Select Access have established key performance indicators (KPIs) related to health and safety.

3.1 Reviewing and Performance;
In our organization, the assessment of health and safety practices reveals a mix of strengths and deficits in reviewing and performance management. Senior management actively participates in reviewing performance, conducting formal assessments quarterly and informal reviews monthly.

Senior management reviews the Plan, Do, Check, Act approach for safety practices by assessing planning efficacy, execution, monitoring, and adjusting processes. All Near misses are reported to the H&S Manager. These are logged into a graph where we can clearly see the statistics. This is available for everyone’s view.

The performance standards set by management include sales targets, employee productivity and project completion timelines. These are communicated to employees during their biannual performance review. Senior management is responsible for setting expectations and standards throughout the organization.
4.1 Monitoring and auditing of health and safety practices
Senior management takes a proactive role in monitoring safety practices through safety committees composed of representatives from various departments. They establish objectives, policies, and allocate resources.

Senior managers review safety metrics, incident reports, and committee recommendations to identify trends and areas for improvement. This collaborative effort ensures that health and safety practices align with our organization’s goals, promoting a secure and compliant work environment.

In terms of auditing health and safety practices, we have a dedicated person who upholds our reports. The reports are then reviewed by senior management to identify areas of improvement.

Senior management is responsible for acting on the findings of the internal audit reports. This involves implementing corrective actions, updating policies, and ensuring that the organization aligns with health and safety standards.

Select access hire an external auditor to ensure ISO compliance. Senior management then acts on the external audit findings to enhance the effectiveness of their health and safety practices.

Performance review
1.3,2.3, 3.2, 4.3, 4.4; An assessment of the organization’s resources and skills in relation to the; Planning and organization; Leading and Controlling; Reviewing and Performance; Monitoring and auditing of health and safety practices and recommend any improvements required

Performance Review
Assess the organisation’s current resources and skills in relation to:

1.3 Planning and organization
Planning involves various stakeholders, including project managers, safety officers, and directors who collectively contribute to decision-making. When assessing Select Access’ current resources and skills related to organizational planning, several key elements come into play.

Adequate Human Resources:
Our organization has a strong team with project managers, engineers, and a safety officer, providing diverse skills. However, heavy workloads may strain the team, potentially causing oversights in health and safety planning.

Skills and Experience:
All our employees are highly skilled in their field forming a solid foundation. However, ongoing training is necessary to fill potential knowledge gaps and keep up with evolving safety technologies and regulations.
While evidence of good planning exists, there’s room for improvement. Additional training programs and increased budgets are advisable to enhance planning skills, ensuring a proactive and adaptive approach to health and safety practices.

2.3 Leading and Controlling

3.2 Reviewing and Performance

4.3 Monitoring and auditing of health and safety practices

4.4 An assessment of the organization’s resources and skills in relation to recommendations from an audit and any improvements required

AC 1.2 An explanation of the importance of the planning process to ensure policies and regulatory requirements are met and updated as required, within the organization.

The planning process is crucial in navigating the dynamic landscape of policies, regulations, and legal requirements to ensure an organization’s compliance and the well-being of its workforce. It provides a structured framework for anticipating, addressing, and adapting to changes in external factors, fostering resilience and adaptability.
Inputs such as new policies, regulations, and legal requirements significantly influence the planning process in health and safety management. These inputs serve as benchmarks and parameters that organizations must consider when formulating their plans. For instance, updated regulations may necessitate a re-evaluation of existing safety protocols, requiring adjustments to align with the new standards. The planning process becomes a means of integrating these external factors into the organization’s strategies and objectives.
Additionally, changing Risk Assessment results, influenced by evolving regulations or emerging legal requirements, can prompt a re-examination of plans and objectives. Management must stay vigilant in monitoring these shifts, leading to necessary adjustments in the Health and Safety (H&S) policy. Consequently, the planning process becomes an iterative and responsive mechanism, ensuring alignment with the current regulatory environment and maintaining a proactive stance toward health and safety objectives.
2.2 An evaluation of the use of goals and targets in health and safety management practices within the organization
In evaluating the use of goals and targets in health and safety management practices within our organization, strengths and weaknesses become apparent. One strength lies in the establishment of clear and specific goals, fostering a focused approach to health and safety. For instance, achieving a 20% reduction in workplace incidents demonstrates a commitment to improvement.
However, a weakness arises when goals are overly ambitious or not realistically achievable within the given timeframe. For instance, setting an unrealistically high target for near-term accident reduction may create undue pressure on teams, potentially leading to underreporting or manipulation of incident data.
To address this, it is advisable to recalibrate goals, making them more realistic and attainable without compromising safety standards. For example, modifying the reduction target to 10% in the short term and gradually increasing it could be more feasible. Additionally, incorporating qualitative goals, such as enhancing safety communication or conducting regular training, can complement quantitative targets and provide a more holistic approach to health and safety management. This ensures that goals not only drive improvement but also foster a sustainable and comprehensive safety culture in the workplace.
3.3, An explanation and justification of the organizations use of results and performance review data and any outputs
The use of results and outputs from a performance review is essential for driving continuous improvement in occupational health and safety (OHS) practices. Firstly, performance reviews serve as a critical tool for evaluating the effectiveness of implemented safety measures. By conducting data analysis on incident reports, near misses, and other relevant metrics, organizations gain insights into the efficacy of their safety protocols.
Justifying the use of results and outputs is rooted in the need to align with OHS objectives. By measuring results against predefined safety goals, organizations can identify areas of success and areas requiring improvement. This not only ensures compliance with regulatory standards but also enhances the overall safety culture within the workplace.
Furthermore, performance reviews facilitate the identification of trends and patterns, allowing organizations to proactively address emerging risks. Regularly reviewing performance enables timely adjustments to safety protocols and the establishment of new objectives to address evolving challenges.
In summary, the use of results and outputs from a performance review is justified as it provides actionable insights through data analysis, measures performance against OHS objectives, and enables the ongoing enhancement of safety practices to create a safer and healthier work environment.
3.4 An assessment of the advantages and disadvantages of proactive and reactive performance indicators in the organization.
Proactive and reactive performance indicators play distinct roles in health and safety management, each with its own set of advantages and disadvantages. Proactive indicators, such as leading metrics and preventive measures, offer the advantage of early risk identification and mitigation. By focusing on these indicators, organizations can implement preventative strategies, fostering a proactive safety culture. However, the challenge lies in predicting all potential risks accurately, and there may be a tendency to over-rely on hypothetical scenarios.
On the other hand, reactive indicators, including incident rates and injury reports, provide tangible data on past incidents, offering insights into areas that need improvement. While reactive measures are crucial for learning from failures, they inherently come with the disadvantage of addressing issues after they have occurred, potentially resulting in injuries or damages. Relying solely on reactive indicators may hinder the establishment of a robust preventive framework.
A balanced approach that integrates both proactive and reactive indicators allows organizations to leverage the strengths of each, fostering a comprehensive health and safety management strategy that addresses both current and potential risks.

4.2 An explanation of the health and safety monitoring techniques used within the organization and improvements which could be made
In our organization, a range of health and safety monitoring techniques is employed to ensure a comprehensive approach to occupational health and safety (OHS). Safety inspections constitute a fundamental method, involving regular assessments of workplace conditions, equipment, and practices to identify and rectify potential hazards. Safety tours are conducted systematically, involving scheduled walkthroughs by trained personnel to observe and evaluate ongoing activities.
Additionally, we utilize behavioral monitoring to assess employee adherence to safety protocols, focusing on human factors that can impact OHS outcomes. Near miss reporting is actively encouraged, providing a proactive means to identify potential hazards before they escalate into incidents.
Furthermore, data analysis of incident reports and trend monitoring helps identify patterns and areas requiring targeted interventions. Our organization also conducts regular safety audits, employing a systematic examination of safety protocols, equipment, and processes to ensure compliance with established standards.
By combining these diverse monitoring techniques, our organization maintains a proactive and dynamic approach to OHS, promoting continuous improvement and fostering a safe working environment for all employees.

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