Student Workbook: Guide to Developing WHS Management Systems

Student Workbook Answer Guide Topics 1-5 BSBWHS516 Contribute to developing, implementing and maintaining an organisation’s WHS management system

Document title: BSBWHS516_AG_SW_1of1 Page 2 of 22 Resource ID: TBS_20_003_BSBWHS516_AG_SW_1of1 © TAFE NSW 2020 TAFE NSW would like to pay our respect and acknowledge Aboriginal and Torres Strait Islander Peoples as the Traditional Custodians of the Land, Rivers and Sea. We acknowledge and pay our respect to the Elders, both past and present of all Nations. Version: 20201130 Date created: 30 November 2020 Date modified: Region to insert date if modified For queries contact: Technology and Business Services SkillsPoint © TAFE NSW 2020 RTO Provider Number 90003 | CRICOS Provider Code: 00591E This resource is based on information from the BSBWHS516 Learner Resources, © RTO Materials Ltd. Contact to the user licence agreement at the relevant SkillsPoint This resource can be found in the TAFE NSW Learning Bank. The content in this document is copyright © TAFE NSW 2020 and should not be reproduced without the permission of TAFE NSW. Information contained in this document is correct at time of printing: 15 February 2021. For current information please refer to our website or your teacher as appropriate.

Document title: BSBWHS516_AG_SW_1of1 Page 3 of 22 Resource ID: TBS_20_003_BSBWHS516_AG_SW_1of1 © TAFE NSW 2020 Contents Feedback: Topic 1 ....................................................................................................................... 4 Activity 1.1: Access and analyse sources of information ...................................................... 4 Activity 1.2: Identifying duty holders and their roles and responsibilities ........................... 5 Activity 1.3: Documenting organisational WHSMS ............................................................... 6 Activity 1.4: Forum: Consulting and communicating with individuals .................................. 7 Feedback: Topic 2 ....................................................................................................................... 8 Activity 2.1: Identifying key components of the WHSMS plan ............................................. 8 Activity 2.2: Scheduling ......................................................................................................... 9 Activity 2.3: Seeking feedback on a draft plan .................................................................... 10 Activity 2.4: Identifying how to finalise and record plan .................................................... 11 Feedback: Topic 3 ..................................................................................................................... 12 Activity 3.1: Forum: Agreeing on management roles and responsibilities ......................... 12 Activity 3.2: Identify and address potential barriers to WHSMS implementation ............. 13 Feedback: Topic 4 ..................................................................................................................... 14 Activity 4.1: Communicate requirements for measuring and evaluating WHSMS ............. 14 Activity 4.2: Analyse and document outcomes of the evaluation process ......................... 16 Feedback: Topic 5 ..................................................................................................................... 17 Activity 5.1: Identify how to gather and analyse required review documentation ............ 17 Activity 5.2: Identify how to facilitate and support consultation ....................................... 18 Activity 5.3: Contribute to identifying required changes to WHSMS .................................. 19 Activity 5.4: Identify how to seek approval of updated WHSMS ........................................ 20 Activity 5.5: Identify how to distribute information about approved updated WHSMS .... 20 Image attributions .................................................................................................................... 22

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Document title: BSBWHS516_AG_SW_1of1 Page 4 of 22 Resource ID: TBS_20_003_BSBWHS516_AG_SW_1of1 © TAFE NSW 2020 Feedback: Topic 1 Activity 1.1: Access and analyse sources of information Using 3 sources of your choice, answer the following questions referring to your organisation’s WHSMS. 1. What format(s) should be adopted for a WHSMS? Feedback Answers will depend on your choice of sources chosen. The WHSMS will need to have a set form (or structure) that is appropriate to the organisation and type of industry. For example, electronic, hard copy, embedded with the organisations WHSIS. 2. List three areas of content which should be included in the WHSMS. Feedback Answers will depend on your choice of sources chosen. It will need to have content that supports its health and safety needs and be developed to fulfil the set purposes and functions of health and safety for the organisation. Any of the following: • Leadership • Planning • Support • Operation • Performance evaluation • Improvement (Ref: ISO 45001:2018) 3. What is the key purpose and function of the WHSMS? Feedback Implementing a WHSMS enables an organisation to manage its WHS risks and improve its WHS performance. A work health and safety management system (WHSMS) is the framework and processes that are followed within an organisation to manage its health and safety requirements.

Document title: BSBWHS516_AG_SW_1of1 Page 5 of 22 Resource ID: TBS_20_003_BSBWHS516_AG_SW_1of1 © TAFE NSW 2020 Activity 1.2: Identifying duty holders and their roles and responsibilities 1. Under WHS law, identify 3 duty holders and outline their roles and responsibilities regarding WHS. Feedback Any of the following duty holders: PCBUs (person(s) conducting a business or undertaking) The individual or entity that legally operates the business. The PCBU is the primary duty holder for the workplace. They have a duty of care to ensure that staff and other visitors to the workplace are kept safe (as far as practicable). They must ensure that workers are included in workplace health and safety and are involved in consultations on making changes that will impact on them. A PCBU can be one or more persons and can include the business owner, Commonwealth Authorities, non-Commonwealth licensees and principal contractors, depending on the type of organisation. Officers Those persons who are categorised as senior executives. They participate and make decisions in business which impact on the whole workforce and organisation. They have a duty to ensure the business complies with legal and ethical requirements. They must keep up-to-date with WHS sources of information and ensure the organisation has the correct resources for minimising and controlling risks. Workers Those persons who carry out work tasks for a business. This includes employees, contractors, and volunteers (some conditions apply). Workers must take reasonable care to ensure their actions or omissions do not cause harm to the health and safety of themselves or others. They must take ownership of their health and safety and participate in health and safety consultations and improvements at work. They must follow any reasonable WHS instruction given by the PCBU. Other persons at the workplace Those persons who may visit or need to use/conduct business in the workplace (for example, your clients, customers, delivery persons, cleaners, and suppliers). They are also required to maintain their health and safety and that of others as far as possible for the purpose of their visit. They must follow the PCBUs instructions for using the workplace. You may also include any duty holder from Sections 20 – 26 of the WHS Act 2011.

Document title: BSBWHS516_AG_SW_1of1 Page 6 of 22 Resource ID: TBS_20_003_BSBWHS516_AG_SW_1of1 © TAFE NSW 2020 Activity 1.3: Documenting organisational WHSMS Summarise one area of the current WHSMS in place in your organisation, specifying how it meets legal and organisational requirements. Feedback Answers will depend on your choice but may include how the WHSMS meets the following: WHS Act, regulations, and standards: • reporting and notification requirements • consultations on work health and safety with workers • risk management and controls • hazardous manual tasks and high-risk work • PCBU rights and obligations • worker rights and obligations. Confidentiality and data privacy law: • worker personnel records • client/customer records and contact protocols • security and storage of workplace records and information • risk assessment records • worker training records • managing hazardous waste • waste management • the impact of business operations on the environment. Organisational requirements: • identifying objectives and goals for a WHSMS, for example, to reduce illness and injuries • developing and implementing safe working policies and procedures • communicating work policies and procedures effectively to workers in writing with relevant training • development and improvement of a current WHSMS • procedures, protocols, and tools for measuring WHS performance • conducting reviews and evaluations of a WHSMS for continuous improvement needs and reporting arrangements.

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Document title: BSBWHS516_AG_SW_1of1 Page 7 of 22 Resource ID: TBS_20_003_BSBWHS516_AG_SW_1of1 © TAFE NSW 2020 Activity 1.4: Forum: Consulting and communicating with individuals Access the unit forum and post your responses to the following questions: 1. Discuss the areas of a WHSMS that need to be communicated and how you could communicate this information. 2. Provide an example of a time when a manager or colleague has consulted with you about a WHS matter. Post your response in the ‘Consulting and communicating with individuals’ forum. After you have posted your answers, review the replies of other students and, where appropriate, provide feedback on others’ responses. Feedback Answers will depend on your work example. Areas of WHS that could be communicated may include: • consultation • risk management • emergency management • training and supervision • data collection, such as hazard and incident reporting • WHS compliance. Ways to communicate this information may include: • face-to-face meetings • group consultations • emails and written correspondences • WHSMS documentation and reports • workplace notices and memos.

Document title: BSBWHS516_AG_SW_1of1 Page 8 of 22 Resource ID: TBS_20_003_BSBWHS516_AG_SW_1of1 © TAFE NSW 2020 Feedback: Topic 2 Activity 2.1: Identifying key components of the WHSMS plan Access a WHSMS plan for an organisation or the Plan2go Work Health and Safety Management System. (Long URL: https://plan2go.nctafe.edu.au/intranet/document- library/?cat=6575) Identify 3 areas of the plan which meet legal or organisation requirements and explain each answer. Feedback Responses may include: • The Plan2Go WHSMS plan is underpinned by WHS legislation and guidance material. o The WHS Act, Regulation and relevant Codes of Practice are listed as reference documents. • The development of the WHSMS included consultation with staff. o WHS legislation requires worker consultation in the development of WHS policies and procedures. • Objectives of the WHSMS include risk management principles. o The WHS legislation requires evidence of commitment to worker health and safety. The Plan2Go WHSMS follows the four-step approach to risk management as outlined in the CoP How to management WHS risks. • The Plan2Go WHSMS identifies duty holders and outlines their roles and responsibilities. o The document states the Plan2Go management hierarchy and clearly states the duties of these persons. • The Plan2Go WHSMS includes legal WHS record keeping requirements. o This is compliant with the WHS legislation requirements for reporting to the regulator such as notifiable incidents, and the retention of WHS records such as consultation and risk assessment.

Document title: BSBWHS516_AG_SW_1of1 Page 9 of 22 Resource ID: TBS_20_003_BSBWHS516_AG_SW_1of1 © TAFE NSW 2020 Activity 2.2: Scheduling Imagine that one aspect of your WHSMS is the implementation of new emergency procedures. To support the implementation of the new procedure, create a schedule or Gantt chart to show your implementation plan, which clearly sets out: • what activities need to be done • when activities need to be completed (deadlines) • how the activities will be completed (targets) • who will complete the activities (responsibility). For this activity, you may use a suitable template, create your own using MS Word /MS Excel or similar, which set out your implementation plan. If using a template or document you created for this activity please ensure you attach a copy to this workbook referencing the activity number. Feedback Answers will depend on your preferred format for the template or document but may include: Implementation of new emergency procedure for worksite evacuation W/C 1 Feb 21 W/C 8 Feb 21 W/C 15 Feb 21 W/C 22 Feb 21 W/C 1 March 21 Tasks Work Health and Safety Officer (WHSO) to consult with ECO and HSR regarding new procedure Circulate new procedure via WHSIS and amend evacuation plans throughout worksite WHSO to notify all workers about new procedure via WHSIS WHSO to reinforce importance of new procedure and ensure any workers who were away last week are notified via WHSIS Conduct training drill for emergency worksite evacuation Deadlines WHSO to distribute new procedures to HSR and ECO members HSR to amend evacuation plans Team leaders to conduct toolbox explaining the new procedure to workers WHSO to consult with team leaders ECO to monitor and report findings to HSC. WHSO to observe

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Document title: BSBWHS516_AG_SW_1of1 Page 10 of 22 Resource ID: TBS_20_003_BSBWHS516_AG_SW_1of1 © TAFE NSW 2020 Implementation of new emergency procedure for worksite evacuation Targets TEAMS WHSIS and notice boards Toolbox talk WHSIS and team leader consultation Observers checklist Responsibility HSR, ECO HSR Team leaders WHSO ECO members and WHSO Activity 2.3: Seeking feedback on a draft plan Imagine you have been asked to seek feedback on a draft WHSMS plan from a supervisor. Outline how you would do this, including the method of communication you would use. Feedback Feedback should be documented to ensure all points are noted and that you have a record of the consultation, so as to share this information with others. Feedback may be in the form of: • Focus groups • Face-to-face • TEAMS • Skype • Worker surveys • Survey Monkey • Email • Phone calls.

Document title: BSBWHS516_AG_SW_1of1 Page 11 of 22 Resource ID: TBS_20_003_BSBWHS516_AG_SW_1of1 © TAFE NSW 2020 Activity 2.4: Identifying how to finalise and record plan 1. Identify one action you will need to take to finalise your WHSMS plan according to your organisation’s policies and procedures. Feedback To finalise a plan, you will need to ensure that everybody agrees. This might involve leading a meeting in which you run through the plan and allow relevant parties to discuss any issues or questions they might have. You might also consider sending a copy of your draft plan to the relevant people. This will give them a chance to run through the plan in their own time and get back to you to confirm their agreement. 2. Outline how you would record your plan according to your organisation’s policies and procedures. Feedback Once the plan has been finalised, you will need to ensure that this is recorded. Even if you work within a fairly small team where agreements are verbally made, documenting your plan will be beneficial for your organisation’s records, ensuring that there is evidence of the plan and the process of consultation that was undertaken. Recording the plan may involve: • seeking authority for finalisation and recording signatures of management • placing copies of the plan in the WHSIS • placing copies of the plan on a sharded drive • placing copies of the pan in secure cloud storage • ensuring a copy of the plan has relevant version control and is saved as PDF.

Document title: BSBWHS516_AG_SW_1of1 Page 12 of 22 Resource ID: TBS_20_003_BSBWHS516_AG_SW_1of1 © TAFE NSW 2020 Feedback: Topic 3 Activity 3.1: Forum: Agreeing on management roles and responsibilities Post five different roles or responsibilities of managers within the implementation of a WHSMS plan in the forum. Review and discuss where appropriate if you agree or disagree with other people’s posts. Post your response in the ‘Agreeing on management roles and responsibilities’ forum. After you have posted your answers, review the replies of other students and, where appropriate, provide feedback on others’ responses. Feedback Responses may include: Roles and responsibilities of managers: • training and supervision • consultation with workers • record management • financial governance • resource allocation • infrastructure maintenance • human resource management • marketing.

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Document title: BSBWHS516_AG_SW_1of1 Page 13 of 22 Resource ID: TBS_20_003_BSBWHS516_AG_SW_1of1 © TAFE NSW 2020 Activity 3.2: Identify and address potential barriers to WHSMS implementation Identify 3 potential barriers which might arise when implementing a WHSMS and explain how you would address each according to the policies and procedures of your organisation. Feedback • Lack of finances – budget planning, allocation of funds for future projects. • Lack of time allocations – find solutions to time management barriers, break tasks down into smaller, more manageable chunks that can be achieved in shorter time frames. • Lack of management support – work with management to prioritise the WHSMS implementation, promote the positives and legal compliance that the implementation will achieve. Seek their support through external channels, for example, compare with other similar businesses/industries. • Competing business priorities – work with management to prioritise the WHSMS implementation, promote the positives and legal compliance that the implementation will achieve. • Lack of human resources – seek casual or short term staff for the lifespan of the implementation project. • Lack of worker engagement – enthuse and engage workers in the implementation of the WHSMS, focus on the positives and benefits that will be achieved through the implementation.

Document title: BSBWHS516_AG_SW_1of1 Page 14 of 22 Resource ID: TBS_20_003_BSBWHS516_AG_SW_1of1 © TAFE NSW 2020 Feedback: Topic 4 Activity 4.1: Communicate requirements for measuring and evaluating WHSMS For this activity, source a WHSMS report from an organisation you are familiar with or your local Council. Provide a briefing report based on your evaluations of the performance outcomes of the WHSMS using an agreed method. Your report must include: • Summary of the organisation. • Link to the report or document (a reference list may be provided). • An evaluation that provides a judgement of the extent to which a statement or idea is true while examining the positive and negative aspects. Your report should be 1 A4 page. For this activity, you may use a suitable template, create your own using MS Word/MS Excel or similar. For this activity, please ensure you attach a copy to this workbook referencing the activity number. Feedback Responses will depend on the WHSMS report used. The template below is from: https://www.procurepoint.nsw.gov.au/system/files/documents/work_health_safety_management_g uidelines.pdf (page 24) The report will be based on the WHSMS report from a local Council (Sorell Council – Tasmania) https://www.sorell.tas.gov.au/download/policies/Work-Health-and-Safety-WHS-Management- Plan_3.pdf Summary of the organisation: This WHS Management Plan has been developed to outline our approach to managing work health and safety (WHS) at the Sorell Council at 47 Cole St, Sorell Tasmania. We will:  make this plan available to all workers and contractors working for Sorell Council and  ensure they have the opportunity to read, understand, clarify and ask questions;  keep a copy of the WHS Management Plan readily available on the Council intranet; and  review the plan regularly throughout the year and make any revisions known to all workers and contractors working for Sorell Council.

Document title: BSBWHS516_AG_SW_1of1 Page 15 of 22 Resource ID: TBS_20_003_BSBWHS516_AG_SW_1of1 © TAFE NSW 2020 WHSMS/WHSMP – General Is/does the WHSMS/WHSMP: Page number or evidence of implementation 1. Actively maintained and up to date Page 1, Version control, statement of intent to review the plan regularly throughout the year 2. An easily understood document Pages 1 and 2, Clear table of contents 3. Accessible to all workers Locates and accessible from council intranet under policies/WHS 4. Clearly describe organisational responsibilities (in a chart)? Page 4, Primary Duty of Care, Contractors, Workers 5. Clearly describe the contractor’s WHS policies and objectives? 6. Clearly describe training records and other documents that must be kept? 7. Clearly describe position descriptions? 8. Clearly describe WHI Procedures FINDINGS Insert findings – all relevant content is included in the WHSMS plan including project information, roles and responsivities, general WHS information, High-risk work, emergency and incident response, induction and training, consultation and communication, safety procedures and safe work method statements (SWMS).

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Document title: BSBWHS516_AG_SW_1of1 Page 16 of 22 Resource ID: TBS_20_003_BSBWHS516_AG_SW_1of1 © TAFE NSW 2020 Activity 4.2: Analyse and document outcomes of the evaluation process Identify a process to notify workers to changes to elements of the WHSMS. Feedback Table 1 WHSMS update notification methods WHSMS element Method of notification to staff WHS policy update Sample answers include: Email, staff meeting, noticeboard, WHSIS, alert. New incident reporting form Sample answers include: Email, staff meeting, noticeboard, WHSIS, alert, toolbox. New lockdown procedure Sample answers include: Toolbox, team meetings, email, signage, through a drill, WHSIS. New HSR representatives Sample answers include: Toolbox, team meetings, email, signage (list of HSRs), personal introduction, WHSIS.

Document title: BSBWHS516_AG_SW_1of1 Page 17 of 22 Resource ID: TBS_20_003_BSBWHS516_AG_SW_1of1 © TAFE NSW 2020 Feedback: Topic 5 Activity 5.1: Identify how to gather and analyse required review documentation 1. Identify one piece of documentation which could be used for a WHSMS review and explain how this can be accessed. Feedback Responses will vary depending on documents accessed. Examples include: https://www.worksafe.qld.gov.au/__data/assets/word_doc/0010/83809/ohsm-plan-assessment- report.doc or https://www.procurepoint.nsw.gov.au/system/files/documents/work_health_safety_management_ guidelines.pdf Appendix D – Sample WHSMP Audit report page 23-24 2. Outline the three general stages of the review process. Feedback 1) Identify the suitable documentation While all of the documentation you have gathered will have some use, some pieces are likely to be more useful for certain questions or areas of review. To make the task easier, you should try to narrow down the documentation you plan to use at the beginning of the process. This can be changed later in the process, so don’t panic thinking that you are eliminating certain pieces of documentation 2) Study the documentation This will include reading the documentation you have gathered, noting relevant information, and discussing this with your colleagues and other relevant personnel. You should also consider any follow up questions or discrepancies you have at this stage and refer them to the relevant people. 3) Determine conclusions

Document title: BSBWHS516_AG_SW_1of1 Page 18 of 22 Resource ID: TBS_20_003_BSBWHS516_AG_SW_1of1 © TAFE NSW 2020 The final stage should consist of you reviewing your notes with the relevant personnel and determining whether you have gained the answered that you need. You should produce a written summary of your conclusions, including a breakdown of your findings, and a note of any questions which are still pending. Activity 5.2: Identify how to facilitate and support consultation Identify three skills which will be required to assist others to participate in the process of WHSMS review. Feedback Assisting others to participate in the process of the WHSMS review will require the following skills: • good interpersonal skills to interact and communicate effectively with others • clear communication skills to relay messages and information, and to listen and answer questions • assertive skills to coordinate and direct participation to organisational requirements • organisational skills to facilitate participation, such as: o planning o scheduling o time-management o documenting. • negotiation skills to make agreements, fix timeframes, and arrange schedules.

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Document title: BSBWHS516_AG_SW_1of1 Page 19 of 22 Resource ID: TBS_20_003_BSBWHS516_AG_SW_1of1 © TAFE NSW 2020 Activity 5.3: Contribute to identifying required changes to WHSMS The evaluation of the WHSMS has noted that the WHS Committee meetings are not being held on a regular basis because of lack of planning, a change in personnel and insufficient time off work to attend the meetings. Prepare an email to your manager recommending the changes to policies, processes or procedures to improve this situation in accordance with legislative and organisational requirements. For this activity, you may use a suitable template, create your own using MS Word /MS Outlook or similar. For this activity please ensure you attach a copy to this workbook referencing the activity number. Feedback Responses should include: • legislative and organisational requirements for consultation for example, WHS Act 2011 Division 4 Health and Safety Committees s78 Meetings of the committee A health and safety committee must meet: (a) at least once every 3 months, and (b) at any reasonable time at the request of at least half of the members of the committee. Notes: • You may reference the CoP Work health and safety consultation, cooperation, and coordination. • You may reference AS ISO 45001:2018 and the requirements for consultation.

Document title: BSBWHS516_AG_SW_1of1 Page 20 of 22 Resource ID: TBS_20_003_BSBWHS516_AG_SW_1of1 © TAFE NSW 2020 Activity 5.4: Identify how to seek approval of updated WHSMS Explain how you would gain approval from the relevant personnel for updates to a WHSMS. Consider the method you would use to seek approval as well as any other relevant steps. Feedback Sample answers may include: You could seek approval via methods such as: • face-to-face meeting • email • phone call • report. To seek approval, it will be a good idea to collate your ideas to present to the relevant personnel in a formal and informative way. While your aim is not to persuade them to agree to something they don’t necessarily agree with, you do want to present your ideas (or those of others) in the best way. You might consider producing a draft or carrying out a test run for the process. For example, if you are planning to conduct a meeting, you might prepare notes which outline the different points you want to cover and practice reading these out to see how they sound when read aloud. Carrying out preparation will allow you to consolidate your ideas and help you to put your ideas across more clearly and concisely. Activity 5.5: Identify how to distribute information about approved updated WHSMS Identify three ways to distribute information about updates to a WHSMS according to the policies and procedures of your organisation. Feedback Responses may include any of the following: Once approval has been given for any proposed changes, the new and updated WHSMS will need to be communicated to the wider work team. Information can be distributed through methods such as: • face-to-face (for example, group or individual meetings) • letters • reports

Document title: BSBWHS516_AG_SW_1of1 Page 21 of 22 Resource ID: TBS_20_003_BSBWHS516_AG_SW_1of1 © TAFE NSW 2020 • emails • phone calls • video calls.

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Document title: BSBWHS516_AG_SW_1of1 Page 22 of 22 Resource ID: TBS_20_003_BSBWHS516_AG_SW_1of1 © TAFE NSW 2020 Image attributions Image Page # Attribution Cover 1 © Getty Images copied under licence Credit: cnythzl Creative #: 484012786

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