Establish and maintain WHS management systems

Establish and maintain WHS management systems

Submission details

Candidate’s name		Phone no.
Assessor’s name		Phone no.
Assessment site
Assessment date/s		Time/s

The assessment task is due on the date specified by your assessor. Any variations to this arrangement must be approved in writing by your assessor.

Submit this document with any required evidence attached. See specifications below for details.

Performance objective

The candidate is to demonstrate the skills and knowledge required to establish and maintain a WHS management system.

Assessment description

Referring to the simulated business and scenario information provided in the Appendices of this task, you will plan and develop a WHS management system to assist the organisation to comply with WHS legislation. You will identify and use sources of expert advice to plan your system. You will gather a portfolio of evidence to collect samples of documentation to support the WHS management system. You will then prepare a report outlining and explaining the system, duty holders, resources, and approval required.

Procedure

1. Review the Australian Hardware scenario in Appendix 1.
2. Review the Australian Hardware simulated business information in the Appendices.

Note: Detailed information on Australian Hardware, including operational policies and procedures, risk management, and financials may be accessed at:

1. ‘Australian Hardware’, IBSA, viewed March 2013, <http://simulations.ibsa.org.au/australian_hardware/>.

3. Research WHS management systems (WHSMS) to determine the features for an appropriate WHS management system to propose for Australian Hardware. Consider:
   1. which policies and procedures to include
   2. what adaptation and amendments may be required to existing policies and procedures
   3. the roles, responsibilities and accountabilities required
   4. which human, physical and financial resources are required (estimate costs over first year of implementation). See table below for costs.

Note: Two hours of training per employee has been approved relating to the new WHSMS itself, duties, and role-specific safety training. The total approved budget is $1 million.

Resource	Wage incl. entitlements cost ($ hourly)	Lost productivity cost ($ hourly)	Total cost ($ hourly)
Senior managers	100	100	200
Store managers	50	50	100
Team leaders (5–8 per store)	30	30	60
Workers (15–20 per store)	25	25	25
WHS consultants	60	N/A	60
Training rooms	50	N/A	50

4. Amend the Wollongong Store WHS policy to apply nationally.
5. Develop a report on the proposed WHSMS. Include:
   1. description of the features of the proposed WHSMS, including policies
   2. explanation of how the proposed WHSMS meets legislative requirements, including description of duty holders (PCBU, officers, workers, etc.)
   3. explanation of how the proposed WHSMS meets organisational requirements and integrates with organisational needs.
6. Submit all required documentation to your assessor as per specifications below. Keep copies for your records.

Specifications

You must provide:

• a one- to two-page report on your proposed WHS management system
• a portfolio of evidence, including:
  • an amended WHS policy to apply nationally
  • an outline of resources and costs for the system, which includes the name of the designated person for approval.

Your assessor will be looking for evidence of:

• knowledge of relevant WHS Acts, regulations and codes of practice that apply to WHS risk management and recordkeeping in the context of the simulated business and scenario
• literacy skills to adapt and communicate WHS policies that reflect WHS legislative requirements
• information technology skills to, for example, source simulated business information and use word processing software to adapt existing policies.

Adjustment for distance-based learners

• No adjustments are required.

Appendices

Appendix 1: Scenario – Australian Hardware

You are a WHS consultant. You have been contracted by Australian Hardware to research and propose a WHS management system for the organisation. Australian Hardware has expanded rapidly to include 138 warehouse stores nationally. Unfortunately, one of the possible results of this rapid expansion is a lack of a national, consistent approach to WHS compliance. The company does take seriously its legal and ethical obligations to provide a safe workplace; however, safety standards may be slipping. According to incomplete Australian Hardware records, last year, the Lost Time to Injury Frequency Rate (LTIFR) was 13.9. The current industry benchmark 10.1[1]. Areas and types of injuries of particular concern include: ●      manual lifting of outdoor furniture and hardware goods in warehouses and in customer service areas ●      hazardous materials handling by forklift drivers, drivers and customer service staff. In addition, a lack of systematic WHS recordkeeping has meant the organisation cannot be entirely sure of health and safety performance, nor can it be sure of WHS compliance. The main needs of Australian Hardware with respect to the proposed WHS management system are: ●      legal compliance across jurisdictions ●      the safest possible workplace conditions for workers (objective: bring LTIFR and Injury Rate (IR) to 10% below national averages) ●      integration with all other Australian Hardware management systems, operations and corporate culture ●      to advertise and demonstrate Australian Hardware’s commitment to WHS.

 

Appendix 2: Australian Hardware national business plan (excerpt)

The Business
Business name: Business structure: ABN: Business location:	Australian Hardware Ltd Public company since 1982 4000000000 Australian Hardware is headquartered in Sydney, NSW. The business owns and operates 138 stores throughout Australia.
Website: Date established: Business owners:	http://simulations.ibsa.org.au/australian_hardware/ 26 January 1921 The Greenwright family retains a controlling interest in Australian Hardware. Holden Greenwright serves as both Chair of the Board of Directors and CEO.
Products/services Australian Hardware supplies hardware and home improvement products and provide expert advice and service to the Australian consumer market through its network of 138 stores/warehouses. The Market Target market The market has been divided into three target markets or segments: 1.      home improvers 2.      DYIs 3.      tradespersons. Marketing strategy Australian Hardware takes a two-pronged strategic approach, characterised by product and service differentiation along with select targeted marketing activities. The Future Vision statement Within five years, Australian Hardware will lead the hardware and home improvement market in Australia.
Strategic directions for FY2013 Australian Hardware’s strategic directions are to: ●      increase sales revenue and gross profit ●      maintain or increase market share ●      control direct and indirect operational costs ●      maintain superior product and service quality standards ●      establish Australian Hardware’s reputation as a socially and environmentally responsible company.

 

Appendix 3: Australian Hardware organisational chart

Sales Consultants

Sales Consultants

Sales Consultants

General Sales Assistants

Checkout Staff

Administration Staff

Sales Consultants

Hardware and Home Products Manager

Garden Products Manager

Plumbing and Electrical Manager

Timber Manager

General Operations Manager

Store Managers x 138

COO

Human Resources

Marketing

CFO

Board of Directors

CEO

Each individual store operates as a distinct business. Some variation in the organisation and existence of positions may occur between stores.

Further structure exists below these senior managers but is not shown here.

 

 

Appendix 4: Australian Hardware (Wollongong) WHS policy and procedures

Purpose	The purpose of this policy is to ensure that work is carried out safely in accordance with Australian Hardware’s ethical and legal obligations to provide and maintain a safe workplace. Australian Hardware recognises its responsibility to provide a healthy and safe working environment for employees, contractors, clients and visitors. Australian Hardware is committed to the continued wellbeing of its employees and to ensuring that all employees are safe from injury and health risks while undertaking work-related duties, including home-based work.
Scope	The scope of this policy covers all employees and contractors of Australian Hardware – Wollongong Store.
Responsibility	Responsibility for the implementation of this policy rests with employees and management of Australian Hardware with responsibility for providing a safe place of work. Management at the Wollongong Store are responsible for: ●      consultation with employees regarding health and safety and changes to legislation and/or working practices which may affect the workplace ●      providing and maintaining a safe and healthy environment for work ●      providing support, training, and supervision to employees to ensure a safe and healthy workplace ●      the provision of adequate resources for employees to meet health and safety management system targets. Individual employees are responsible for: ●      following all workplace health and safety policies and procedures ●      ensuring that they report all potential and actual risks to managers/supervisors ●      taking care to protect their own health and safety and that of their colleagues at work ●      ensuring that their own, or others’, health and safety is not adversely affected by the consumption of drugs or alcohol ●      encouraging others to follow healthy and safe working practices in the workplace.
Relevant legislation/ standards	●      Work Health and Safety Act 2011 (NSW) ●      AS/NZS 4804:2001 Occupational health and safety management systems – general guidelines on principles, systems and supporting techniques.
Updated/ authorised	09/2012 – Lynn Lee (Finance Manager, Wollongong).

Health and safety management system principles and objectives

In order to ensure a healthy and safe working environment, Australian Hardware will:

• establish a safe and healthy workplace
• ensure compliance with all relevant legislation
• provide written procedures and instructions for safe working practices and material safety data sheets (MSDS) where required
• provide appropriate support, instruction, training and supervision to employees to ensure safe working practices
• consult employees and affected persons on health and safety issues
• set and monitor clear performance goals for prevention and lessening of illnesses and injuries in the workplace for employees, contractors and visitors (including clients and volunteers)
• detect hazards leading to assessment and appropriate control activities for all risks in the workplace
• commit to participation in workplace health and safety matters by all senior managers, line managers, supervisors and staff (including employee representatives)
• access and provide appropriate information relating to working safely and the training required for organisational employees to carry out their duties in a safe manner
• establish and commit to a health and safety management system and continual improvement including internal/external audits and systematic management review.

Appendix 5: Australian Hardware procurement policy

Purpose	Procurement is also called ‘supply management’ or ‘purchasing’. The procurement policy is concerned with processes that control incoming products and materials. The purpose of this policy is to ensure the purchase of resources is carried out consistently, fairly and transparently and in accordance with Australian Hardware requirements.
Scope	The scope of this policy covers the purchasing and acquisition of resources by employees and contractors of Australian Hardware.
Responsibility	Responsibility for the implementation of this policy rests with employees and management of Australian Hardware with responsibility for purchasing resources.
Relevant legislation	●      Privacy Act 1988 (Cwlth) ●      anti-discrimination legislation ●      Australian Securities and Investments Commission Act 2001 (Cwlth) ●      Corporations Act 2001 (Cwlth) ●      A New Tax System (Goods and Services Tax Administration) Act 1999 (Cwlth) ●      Income Tax Assessment Act 1997 (Cwlth) ●      Fair Work Act 2009 (Cwlth) ●      work health and safety legislation.
Updated/ authorised	09/2012 – David Mifsud (CFO).

Approval authority

Who	Purchase amount	Required number of quotes	Comment
CEO/Board/ FARM Committee	Unlimited.	Two or more competitive quotes.	Must be consistent with business/operational and strategic planning.
Chief Financial Officer (CFO)/ Chief Operating Officer (COO)	Authority to sign contracts for products and services up to $500,000.	Two or more competitive quotes.	Must be within the approved budget and consistent with business/operational and strategic planning.
Store General Manager	Authority to sign contracts for products and services up to $200,000. Must seek approval from Chief Financial Officer (CFO) for amounts above $200,000.	Two or more competitive quotes for contracts over $75,000.	Must be within the approved budget and consistent with business/ operational and strategic planning. Detailed services contract required.