Compliance management is the key aspect of major organisations who use sub contractor services. There is the increasing need for these company's to undertake OH&S and risk management audits using an audit tool and process. Often the sub contractor company will recieve a letter from the client stating there will be an audit on the safety plan and system. Based on recent experience with a mining company, major rail company and a property management group it is critical that the sub contractor company clarifies the audit process by asking the prime company:

1. What audit tool are you using, is it web page, standards based or customised

2. Could we have a copy of the audit tool

3. Which standard are you referencing in the audit

4. The scope of the audit and the elements you seek validation on

5. The duration of the audit and persons required

Unfortunately, there appears to be no standardization of audit tools and therefore it is extremely important that sub contractors understand and prepare for the methodolgy approach to all audit tools and process. Preparation is the key.

It is extremely important that all organisations have in place a detailed range of policies in their strategic business planning which reflects the mission, objectives, standards and committments of the company to a standard, regulation or code. All policies should be available for viewing by stakeholders so it is recommended that policies can be viewed at reception, on safety notice boards, in staff hand books, in training material on the intra-net and web site facilities. All policies should be clearly headed and well layed out with  signatures from a director, dated, document reference number and version control identification. The type of policies organisations should have are, equal opportunity, bullying and harrassment, quality assurance, Occupational Health and Safety, training, rehabilitation, hazard and accident reporting, staff protocol, data management, PPE and using company equipment policy. Policy management is an integral element of performamnce management of staff.  It is a vitial tool in the OH&S, HR, Quality and Risk Management communication systems and it is one means in which company's are to demonstrate a level of compliance when being audited against a standard, Act and or code of practic

In recent weeks there has been a number of significant rulings through the courts in relationship to bullying, harrassment and violence in the workplace. Bullying, harrassment and violence comes in many shapes and forms and it is critical that companies demonstrate strong leadership and have in place a zero tollerance to this behaviour. In our experience this behaviour can be generated through job frustration, lack of training, poor communication, the wrong company culture or lack of leadership.

To achieve best practice in this area we recommend that the following plans and systems are in place.

1. OH&S policy (Signed and displayed)
2. Bullying and harrassment policy (Signed and displayed)
3. Bullying and harassment training
4. Safety Representatives in all work zones
5. Access to documents "Workplace Violence and Bullying" VWA
6. Posters on the safety notice boards
7. Tool box meeting discussing bullying, violence, harassment and unacceptable behaviour
8. Reference in your OH&S management plan
9. On going monitoring
10. Good and open communication

Employers as a minimum must ensure that this material and systems are in place for all stakeholders, it is extremely important that the material is referenced, validated and then verfied by the employer. If you require assistance in training or policy development in this area please do not hesiatte to call the office for a complmentary brief. The VWA through worksafe, Equal Opportunity Commission, Human Rights have a number of quality publication in this area.

James G Thomas

OH&S and Risk Management

Many of our clients ask me the question, how do we ensure we are compliant and what evidence do we need? My response to them is always the same, you need to undertake audits of your OH&S and risk managment plan and reference that against a standard or OH&S Act. Then you need to undertake field assessments particularly in hazardardous works such as working at heights, confined spaces, plant and undertake a risk assessment referencing issues such as training, compliance standards, safe work method statement, job safety analysis and work permits. These verification tools must be documented with dates, location, tasks, the type of hazards, treatments, control measures used and it is critical that all documentation must have sign off with the appropiate stakeholders. They also must make recommendations for improvements if required.

So I say to clients its great you have SOP's, policies, objectives and procedures in OH&S but inorder to embrace total quality management you must have an on going verification program of the plan and the systems at work.

James G Thomas

OH&S and Risk Mangement

Many of our clients ask us why risk assessments are necessary? Risk assessments are necessary for many reasons, the first,it is a legal requirement of all employers to ensure that the health and safety of employees, sub contractors and labour hire staff is at a reasonable level at all times whilst working.

The second reason, it is a process to identify hazards in the workplace in an official capacity. By undertaking a risk assessment you are able to communicate, direct, train, plan and document a range of pro-active macro stanadards, correction and treatments that will reduce risk in the workplace. Risk assessments are the foundation tool used in managing and controlling your quality management OH&SE system. It is also the document that provides you with right information to develop your Safe Work Method Statements (SWMS) and Job Safety Analysis (JSA).

Third, risk assessments should form the part of monthly reporting, tool box meetings, managements meetings and strategic reviewing of the company's planning. And finally how can we train and induct employees without identifing hazards and risks in the workplace.

So my respondance to clients is YES, risk assessments are critically necessary in all aspects of your business on a continious basis.

James G Thomas

OH&S and Risk Management

Over the past five years our company has recruited over 800 service and trades employees across a wide range of industry sectors. In that time we have found the need to maintain a high level of OH&S induction. In 2005 we commenced this program by developing a staff hand book in which we gave to the staff to read and sign off on. As the demands on our clients grew from their clients we too were under pressure to ensure compliance and the verification of that compliance management was in place. In 2007 we setup a small training and assessment centre and our training programm went from one hour to two hours with some practical demonstration with the trainees. The result was immediate staff were more confident and there was an improvement in the compliance managment on site. Over the years as our business grew in the areas of logistics, security, customer service, cleaning and maintenance staff, so did the need for our team to deliver honest, down to earth compliance based inductions training. This has proven to be enomously valuable to our clients in the areas of human resource managment, OH&S compliance and quality assurance. Today the company has a dedicated training centre for 20 trainees, a range of courses from 3 to 6 hours, with a skills assessment room covering tasks such as traffic managment, cleaning, maintenance, working on ladders and general trades. We provide training and induction in up to 25 areas of health and safety, hazard managment, risk assessment and reporting. Many of our clients have experienced workforce management improvements in using our OH&S induction based services in their reduction of their non compliance notices, general retention improvement of staff and their reduction of lost time injuries and work cover claims managment. OH&S induction training is a key foundation to recruitment and workforce management.