International Journal of Engineering Research in Africa Vol. 1 (2010) pp 17-27 Online available since 2010/Feb/15 at www.scientific.net © (2010) Trans Tech Publications, Switzerland doi:10.4028/www.scientific.net/JERA.1.17

Implementing OHSAS 18001:2007: - A Case Study of Hazard Analysis from the Printing Industry B. F. Khodabocus1,a and K.C. Constant2 1,2

Department Chemical and Environmental Engineering University of Mauritius, Reduit, Mauritius a [email protected]

[Received 2 September 2009, accepted: 20 January 2010]

Keywords: Hazard, Risk Assessment, Printing Industry, OHSAS 18001, Occupational Health and Safety Management Systems.

Abstract: All organizations, regardless of their size or complexity are faced with the challenge of implementing an Occupational Health and Safety (OH&S) management system that will prevent injuries and ill health to persons that are working under the control of the organization. The purpose of this paper is to show how organizations can improve their health and safety performance through the effective implementation of existing statutory requirements and regulations. Using a case study from a Printing Industry organization, the key requirements needed to implement a H&S programme and focus on the concept of hazard identification, risk assessment and risk control were investigated. The organization is a large company, which has implemented a system to the requirements of the Occupational Health and Safety Act: 2005. Findings reveal that there is a lack of control procedures to ensure compliance to legal requirements. The Health and Safety Policy needs to be reviewed. Significant hazards need to be prioritized. The company does not regularly conduct risk assessments. Employees need more training on H&S issues. Use of hazardous substances must be properly controlled. Appropriate H&S objectives and targets have to be set and regularly monitored. Internal auditing, which has up to now been limited to their ISO 9000:2008 certification, should be extended to the OH&S Management systems. To enable a better control of the situation, it is recommended that OHSAS 18001:2007 should be implemented, including the concept of continual improvement, to assist in more effective control of the Occupational Health and Safety regulations. Introduction Mauritius has made significant progress in recent years in its efforts to improve the working conditions and environment of its workforce through a transition from the strict concept of prevention of occupational injuries and diseases to overall protection and promotion of workers general health. In the face of impending challenges, necessary measures need to be adopted to safeguard the health and safety of its workforce which is the most valuable asset for a country. The Health and Safety and Welfare Regulations of 1980 have been replaced by a new legislation, namely the Occupational, Safety and Health (OH&S) Act 2005[1], proclaimed in 2007. This new act aims to consolidate health and safety legislation to adapt to the changes in working conditions of employees by introducing new technologies and equipment and to protect employees against new hazards at the workplace. New hazards and unsafe conditions of work are becoming increasingly frequent at the place of work due to changes in the working-patterns and the rapid proliferation of new technologies, processes and products. As a result of this fundamental transformation of the working environment, statistics globally show an increasing trend in occupational accidents and All rights reserved. No part of contents of this paper may be reproduced or transmitted in any form or by any means without the written permission of TTP, www.ttp.net. (ID: 130.203.136.75, Pennsylvania State University, University Park, United States of America-05/06/14,01:43:52)

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diseases[2]. In many countries, irrespective of the size and the type of business, risk assessment is a legal requirement of health and safety law and it is as an effective means for identifying the fundamental risks involved in the business operations. It is a continuous process conducted to help minimize the possibility of any business harming the environment or those who work in it or visit it. Regular monitoring of the workplace may involve spending more money in the short term in improving conditions, but the risk of fines or being sued by an employee or a member of the public is greatly reduced. Thus, by including environmental factors, risk assessments can help to comply with the law and make good business sense. Safety is difficult to measure, but it cannot be disregarded. Hazards arising from an industry may be classified under either occupational hazards or process hazards[3]. Occupational hazards are mostly health and safety hazards associated with the work that somebody does. Whereas process hazards are potential hazards associated with a process. Health hazards are conditions that can cause diseases or illness and safety hazards are conditions where harm to workers is immediate and of violent nature. These may result to injury. Some examples of safety hazards are exposure to unguarded machines, working at heights, fire or a confined space. Health hazards on the other hand can be caused by exposure to physical, chemical, biological or psychosocial harm. Indeed, the most recent works done in occupational health and safety [4,5] have shown that the high rates of injury are primarily due to inadequate, or non-existent, occupational health and safety policies and procedure and inadequate hazard identification, risk assessment and risk control. OHSAS 18001:2007[6] is an international standard that specifies how an Occupational Safety and Health management system should be developed and implemented. The standard provides a framework for organizations, regardless of their complexity or size, to holistically manage their occupational safety and health risks through a simple PLAN-DO-ACT system management. At an international level, organizations have found it convenient to integrate OHSAS 18001 into their existing ISO 9001 and/or ISO 14001 systems [7]. However, this integration process has not become widespread. It is therefore important to find ways of assisting organisatons especially those in developing countries wishing to incorporate OHSAS 18001 into their OH&S management systems. This paper therefore presents a case study of a printing company in Mauritius in which the key requirements needed to implement a Health and Safety Programme based on OHSAS 18001 was investigated. It is hoped that the results obtained will assist other organizations wishing to implement health and safety programmes. Methodology of Study The case study organization was selected based on the fact that its systems are in alignment with the national Occupational Health and Safety strategy for printing services in recognition with international OH&S jurisdictions. For reasons of confidentiality the case study company will be called XYZ Co Ltd. It is a printing industry supplying labels, magazines and printed material for the local market and with a view of expanding its services to other countries of the African region. The company employs more that 1000 persons and is ISO 9001:2008 certified. It aims to improve its H&S performance level by implementing an H&S Management system to address the requirements of OHSAS 18001:2007. Over a two-year period, risk analysis of the different hazards, process hazards and occupational hazards were conducted based on the three-steps of the risk management process namely hazard identification, risk assessment and risk control[3]. The methodology of this study was categorized into three main parts namely data collection, identification of Hazardous installations and identification of occupational hazards. The case study data came from both secondary and primary sources. Secondary data was obtained mostly from the case study company’s accident and incident logs, the OHSAS 18001 & 18002: 2007 and published reports. Primary data were obtained from interviews of both the management and the employees.

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Methodology to identify Process Hazards: The impacts of the unit operations were identified through flow process analysis and the survey was carried out in two phases namely the preliminary phase and the detailed phase. Walk through survey in the factory (i) Identifying processes involved in the printing industry (ii) Identifying the sources of occupational and process hazards

Identification and detailed analysis of top priority process hazards (i) Assess and evaluate the hazards to determine the hazards requiring immediate consideration (hazardous installations) using the UNEP Form. (ii) Collection of more data on the selected process hazards to carry out a detailed analysis of the selected hazards

Identification of Occupational hazards (i) Walkthrough survey within all sections of the industry to identify occupational hazards likely to affect health and safety of workers (ii) Interviews of employees

Identification of the OHSAS 18001: 2007 Requirements (i) Using the results of the interviews and the occupational hazard survey form, the hazards were assessed and evaluated and the most affected sections were identified. Gaps in the H&S systems in place were identified. (ii) A more detailed study was carried out to identify areas for improvement and to determine the root causes of the occupational hazards.

Fig 1: Summary of Risk Analysis Methodology The preliminary phase involved the familiarization with the unit operations and understanding of existing safety, health and environmental systems. An inventory of all the equipment, raw materials, auxiliary materials and by-products as well as the final product was made during a walkthrough survey for the identification of all the obvious hazards. The storage of hazardous materials was also investigated. Existing process flow diagrams and other plans were studied and a detailed analysis of the production operations was made through a flow chart for the different unit processes. Thus it was possible to produce a list of the units, processes, activities, operations and procedures requiring a more detailed examination. During the detailed phase, the risk objects and risk sources requiring further investigation were identified using a risk assessment form (UNEP Form) [8] whereby the impact of the hazards were quantified from its RPN (Risk Priority Number)[8]. The outcome of the above exercise led to an overall ranking of the risk objects from a risk matrix[8]. Using a checklist approach, additional information were gathered for assessing the level of exposure and quantifying the amount of hazardous materials emanating from each source of risk. Results obtained were then compared with existing legislation requirements and standards. The methodology adopted for the Risk Analysis is as shown in Fig.1. It is to be highlighted that the OHSAS 18001: 2007[6] standards was used as a guideline thus enabling investigators to identify gaps of the OH&S management system for a better risk assessment and control in place and to adjust to the requirements of an International Standard.

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Methodology to identify Occupational Hazards: Risk assessment is a systematic approach to identify the potential sources of occupational hazards, to evaluate the seriousness of the hazards and to help devise control measures. The occupational hazards were identified in the following way: (i) A preliminary survey was made to spot the different processes going on, to see the different working conditions of the employees and to get knowledge of the operations carried out at the company. Also, the major hazards were identified. (ii) After the preliminary survey, the factory area was divided down into several sub-units with respect to the different departments to get a more systematic study of the occupational hazards. (iii) Employees were requested to fill a survey form so that a general perception of the health and safety in the company could be obtained and exact causes of the occupational hazards identified. The employee stratification for the survey was as follows:

Table 1: Sampling for Employee Survey Department Commercial Flexible Litho Packing Litho Press Administration (Drivers, cleaners/ helpers, messengers) Maintenance Store Quality Control Handicapped Laboratory Total

Number of department 82 21 48 53 14

employees

in Sample 15 4 9 10 3

9

2

18 6 6 1 258

4 1 1 1 50

A total of fifty employees were interviewed and they were questioned on (i) The most common hazards in the workplace (ii) The status of health and safety (iii) The employee attitude towards the health and safety policy. (iv) Suggestions on improvements to enhance health and safety Findings Health and safety is a major issue at the case study Company; for the year 2006 only, a total of 37 injuries were reported while there was also a case of fire outbreak in the general store of the Head office building in January 2007. It was found that most of these injuries were caused by physical hazards associated with ergonomics, tripping hazards and lifting of weights. There was also one case of injury caused by chemicals and another one due to smoke from the boiler furnace.

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Primary Equipment used: Guillotines; hand tools: knives, scissors, lathes; mixing-equipment; printing presses; ruling machines; stapling and binding machines. Guillotines are probably the most dangerous piece of equipment in printing shops, and accordingly, particular care must be taken to provide adequate guarding and safety training for their use. Injuries such as cuts, crushing, caused by moving machinery or sharp edges, in particular printing presses and stapling machines may be dangerous if employees are not properly trained for their tasks. On the other hand the use of hand tools and mixing equipment may cause mechanical hazards. There can also be risks of fire hazards and chemical hazards in printing shops which can be caused by exposure to printing inks, toners, dyes and organic solvents and other inflammable products. Preliminary survey – Gap Analysis: From the health and safety checklist, it was found that the there was a lack of procedures related to emergency situations, there is no evacuation plan in case of a fire outbreak. It was found that there were not enough warning signs and posters on health and safety issues. In some areas there was only one exit door while at the laboratory there is one exit door which opens to the inside which does not conform to the OSHWA 2005[1]. The level of aeration and ventilation was not sufficient in certain departments. Main Process Hazards: Some general process hazards identified include: (i) Operations at the boiler house. (ii) Operations at the Flexographic department. (iii) Operations involving the plate-maker machines. (iv) Manual Handling (v) Works at the Guillotine (vi) Cleaning of plate using pressure cleaner. Major Occupational Hazards: Major occupational hazards identified include: Physical hazards, Fire, Lighting, Aeration/ventilation and Chemical hazards. Considering the worst-case scenario, only one out of these five hazards can have high consequences. For example if there is a case of a fire outbreak there is a need for stringent constant monitoring and safety. The noise level however in some rare cases have exceeded the international limit of 85 dB, but as precautionary measures, workers are provided with protective equipment for when their use is necessitated. On the other hand hazards classified as low risk would not have serious consequences. They do not demand immediate attention. It can be mitigated quickly without creating much harm to property, environment and to the employees.

Survey Results Employees Perception of H&S Policy at XYZ Co Ltd: Out of the 50 employees surveyed, results show that only forty-four percent of the employees know their health and safety representative while only fifty-four of the employees know who they have to contact in case of an injury or illness at work. It was found that only fifty-eight percent of the employees have received a copy of the health and safety policy document but only seventeen percent of the employees have completely understood the policy, while thirty-three percent of the employees say that they have not understood the policy at all. This shows that the policy should be re-written in simpler language or training provided on the policy. The overall rating of the Health and Safety status by the employees is as shown in Table 2. It can be noted that the majority of the employees have rated the status as quite good while twenty-two percent of the employees have rated it as bad, which shows that there is still much room for improvement.

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Level of Safety by Major Departments: The rating for the level of safety by major departments is as shown in Fig. 2. In departments where there are less hazards or risks the response obtained was generally quite good. It was observed that employees were more concerned about their health and safety in the Flexography, Litho Press and Commercial departments where they are more exposed to a higher working load and risks.

Table 2: Rating of H&S Policy and Programme at XYZ Co Ltd by employees. Employees understanding H&S Policy

Percentage

Overall Rating of Percentage Company’s H&S by employees

Completely Mostly Partly

33 30 17

Excellent Quite good Good

2 41 35

Not at all

20

Bad

22

Fig 2: Level of Safety by Four major Departments Classification of Hazards by Departments: Classification of hazards by department to which the employees are exposed to are as shown in Fig 3. It can be seen that noise, dust and temperature are the three major concerns of the employees.

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Figure 3: Classificaton of hazards by employees of the four major departments. Data analyzed further indicated that 34 % of the employees feel that their workplaces are not properly lit against 66% percent of employees mostly from the Lithographic press, Flexographic and Lithographic packing departments respectively who are satisfied. Only 58% are satisfied with the ventilation and this figure includes most employees surveyed from the Lithographic packing. 58% indicated that they feel stressed at work, mostly due to the work pressure and a lack of communication and planning. 40% of the total employees interviewed indicated that they are exposed to chemicals this includes 80% of employees from the Lithographic press. From this figure only 45% indicated that they have received training on chemical handling this includes 50% of employees from the Lithographic press and Flexographic printing. What we deduce from here is that training is not provided to all staff. It is a very important requirement for improved H&S performance in a work place and is a preventative measure to ensure employee safety. Hence, there is a major need for proper mechanisms to be put in place to ensure compliance to existing regulations [1]. Summary of Hazards for the Printing Industry: A list of all potential hazards in the printing industry is given in Table 3. This information was mostly obtained from the case study company’s accidents and incident logs collected for over a six-months period. Discussion of Results. Results show that there are many hazards found at XYZ Co Ltd and accidents happen quite often. The impacts of significant hazards can be minimized if proper control mechanisms are in place to mitigate the effects of these hazards. Results indicate that the company is not effectively identifying and assessing its occupational safety and health risks. Risk assessment is the heart of the safety management system requirements. Lack of effective risk identification and the implementation of control measures would translate into an inadequate OH&S management system. This is the basis for encouraging the implementation of OHSAS 18001:2007[5]. Auditing is a key requirement of the standard and also an element of control which will ensure that Health and Safety objectives and targets are being monitored and maintained at the appropriate performance level. The company needs to operate on a constant proactive surveillance mode to identify opportunities that might help to prevent accidents and discourage unsafe working processes and practices. Results also indicate that the company is not complying with all the requirements of OSHWA 2005[1]. The main reason being that the H&S officer work on a part time basis at the company. He thus does not have enough time to ensure that important requirements of the OSHWA act are enforced; therefore the company needs a full time H&S management representative to ensure that the system is properly maintained and implemented.

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Results also show that employee training at the company is not fully addressed. Twenty two percent of the employees have received health and safety training at the company but employees from the Lithographic Press and the Lithographic Packing departments where there are high risks, indicate that they have not been trained. Employees were very concerned about their health and safety in these two departments because they are more exposed to a higher workload and potential risks. In departments where there are fewer hazards or risks the response obtained did not indicate the same level of concern. There was also no hazardous substance register indicating the list of chemicals in use by XYZ Co Ltd. Twenty five percent of the workers were found to be involved in handling chemicals of which only 33% took the necessary precautions. Hazardous substances used in the company include adhesive, solvents and cleaning products. These substances may have an adverse effect on the health of people in both the short and long term.

Table 3: Common hazards in the Printing industry Accident hazards

Slips, trips and falls, in particular on wet floors or cluttered passages or when carrying loads Burns from binding machines using hot-melt adhesives. Fire risks from flammable materials using organic solvents

Physical hazards

Chemical hazards

Cuts and lacerations to fingers and hands by blades and other sharp edges. Exposure to laser light Exposure to noise: noise levels in printing shops may exceed 100 dB Exposure to UV radiation used for curing Exposure to whole-body vibration from printing presses Exposure to polycyclic aromatic hydrocarbons (PAH) in toners and inks; this is a pronounced hazard through both inhalation and skin contamination. Exposure to mists released from isocyanides can lead to severe sensitization problems and allergies. Exposure to printing inks may cause dermatitis; acrylates present in inks are potential skin and respiratory problems. Ethylene-glycol ethers are mildly irritating to the skin. Vapor may cause conjunctivitis and upper respiratory tract irritation. Acute exposure to ethylene-glycol ethers results in narcosis, pulmonary edema, and severe kidney and liver damage

Ergonomic, psychosocial and organizational factors

Fatigue, Musculo-skeletal injuries, back pain or hernia due to lifting and transport of heavy loads, or exertions during manual tasks.

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Employers and employees using substances in the workplace will normally identify hazardous substance from the supplier’s label and Material Safety Data sheets. The company should have a hazardous substance register, an appropriate placard signage for dangerous substances as well as appropriate material safety data sheets. Relevant personal protective equipment (PPE) should be available and employees should be required to use these equipment. Employees were aware of incident reporting requirements. Where an employer is aware of the occurrence of a death or an injury to an employee as a result of which the employee is incapacitated for work for seven or more days, a notification to the Act Work cover is required. Incidents should be investigated and appropriate corrective and preventive measures should be initiated to avoid recurrence. The company should also ensure that adequate first aid facilities are readily available. These facilities should be determined following reference to applicable codes of practice and in consultation with occupational health and safety and first aid trained personnel. If required, consultation with reputable providers of first aid services or providers of accredited first aid training should be sought. Applicable codes of practice in specific areas of work should be made available to operators. Codes of practice if properly implemented can be used as evidence during legal proceedings. If they are unavailable it can be suggested that a company has failed to meet a standard specified in the act or a regulation, unless it can establish that an alternative method provides equivalent or better standards of safety. XYZ Ltd. should establish a better safety culture and always ensure that they comply with legal requirements. Implementing and enforcing strong safety procedures will result in substantial improvement in both safety performance and organizational productivity. However, procedures alone do not guarantee success against hazards, auditing will ensure that appropriate procedures for hazards identification, assessment and risk are in place and are being continuously monitored. This will thus always keep the company premises safe and ensure the concept of continual improvement. Workers skills should be enhanced through appropriate training and the company must devise means to assess efficiency of the training received. Workers must be encouraged to demand proper supervision while doing any maintenance work. OHSAS 18001:2007 is not a mandatory requirement for Mauritian or European industries. However every company must comply with Health and Safety law (OSHWA 2005) which is applicable to the country, there is no other alternative. However, it is to be highlighted that they do not need to be certified to the OHSAS 18001:2007, but they can use the standard as a guideline to implement an effective OH&S programme which will address the statutory and regulatory requirements and provide a safe working environment.

Recommendations Employers and staff of XYZ Co Ltd generally have a good understanding of health and safety in their workplace. In the light of the findings of the study, the authors recommend that the company implements Health and Safety programmes to comply with the requirements of the Safety and Health Act 2007. This should ensure that: 1. They consistently conduct risk assessments prior to employees commencing their tasks and when using equipment. 2. Risk assessments are carried out for all processes including those that use hazardous substances. 3. Equipment is regularly tested. 4. A hazardous substance register is maintained. 5. That in every instance, appropriate signage for dangerous substances and work hazards are in place. 6. Material Safety Data Sheets are obtained for all dangerous substances.

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7.

Employees and staff are aware of their incident and injury reporting requirements and ensuring that appropriate reporting and follow up procedures for corrective and preventive actions are in place. 8. Good house keeping is maintained as a means of reducing hazards and to avoid over exertion in manual handling. Setting up of an Occupational Health and Safety Management System to the requirements of OHSAS 18001:2007[6] The integration of the management approach to health and safety is a very important step towards preventing work-related accidents and ill health arising from a work activity. Hence, a proper OHSMS at XYZ Ltd should comprise the following steps: A Strategic H&S Committee should be established and its members should be decided by the health and safety representative. The purpose of the Strategic H&S committee will be to agree on an H&S strategy, set H&S objectives and targets, agree on an H&S system implementation plan and provide resources required to achieve the strategic objectives. The Strategic H&S Committee should plan and meet on a quarterly basis to review the strategic and H&S performance of XYZ Ltd. The strategic committee should work on the following: Policy Statement: This is the statement of commitment and vision of the organization concerning all aspects of health and safety. It creates an aura of accountability, which will be set by top management with the help of the representative. Organizing: This phase includes the allocation of OHS responsibilities to the different members concerned, including representatives. Special considerations are given to operational control arrangements and the training needs required to ensure competence. An H&S manual for XYZ Ltd should be written describing the H&S policies and arrangements to be complied with. Planning: Plans need to be devised for hazard identification, risk assessment and risk control, Emergency preparedness and response as well as identification of legal and other applicable standards. Thus, the planning phase involves the set up of short-term objectives and long- term targets and the identification of appropriate planning activities. Worker representatives: The contribution of workers themselves for the identification and reduction of risks must be properly understood by top management, as they will provide a true picture of existing conditions of the company. Communication: For any system to survive, transparency from and between the different hierarchical levels is very important. This involves the communication of basic information and work procedure details of the actual system itself. Consulting: To maximize the efficiency of communication, the consultation of the different stakeholders is very important before arriving at decisions. Emergency response Plan: From the risk analysis conducted above, it was found that a potential major hazard in the company could be a fire. An effective emergency response plan should be made which will be based on the identification of the hazard, communication through proper alarm systems, evacuation of employees, acquisition and distribution of relevant emergency equipment and prevention of hazards from spreading and removal of casualties. Basic facilities should be made available such as emergency equipment, provision of on-site first aid facilities together with the training of workers in dispensing first-aid facilities. This plan should be frequently tested by operating the system under realistic conditions as much as possible. Auditing: Finally all policies and procedures should be audited at least twice yearly to ensure compliance to existing H&S statutory requirements regulations. Where nonconformance is observed appropriate corrective and preventive measures should be implemented and reviewed to ensure a safe working environment.

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Conclusion This work has shown that there are a number of shortcomings in the Health and Safety Management System of XYZ Ltd. These shortcomings include irregular conduction of risk assessments and lack of control procedures to ensure compliance to legal requirements. A structured approach has been suggested on how the company can set up an Occupational Health and Safety Management System to meet the requirements of OHSAS 18001:2007. Acknowledgements In submitting this paper the authors wish to acknowledge Inspire International UK. Dr Jim Davis and Mr. Harvinder Virdee of www.inspireinternationaluk.com References [1] Occupational Safety Health and Welfare Act (2005). Government of Mauritius. Government Printing. Port Louis. [2] International Labor Organization (2005). ILO and WHO Data Statistics Publications. World Day for Health and Safety. Switzerland. Geneva. [3] V. Rouhianinen and M. Gunnerhed. (2002). Development of international risk analysis standards. Safety Science. Elsevier Ltd. Vol 40. Pp57. [4] J. Lin and A. Mills.(2001). Measuring the occupational health and safety performance of construction companies in Australia. Facilities Journal. MCB UP Ltd. press. UK. Bingley Vol 19. Issue3/4. Pp131-139. [5] J. Stranks.(2008). Health and safety at work: an essential guide for managers. 8th rev ed. Occupational Safety and Health Journal. UK. London. Vol 36, No 6, June. pp18-22. [6] OHSAS 18001: (2007). Occupational health and safety management systemsspecifications, British Standards Institution UK. London. [7] C. Chukwuma(1998). Environmental issues and our chemical world- The need for a multidimensional approach in environmental safety, health and management. International eJournal of Environmental Management and Health. Emerald Publishing Group. UK. Bingley. Vol 9 Isssue 3. Pp136-143. [8] UNEP/ IE, (1994). Hazard identification and evaluation in a local community. Technical Report No 12. United Nation Publications. Canada. Ottawa. [9] S.Baker, D.Ponniah and S.Smith.(1998). Techniques for the analysis of risks in major projects. The Journal Of The Operational Research Society (JORS). UK. Manchester. Vol 49. Num 6. Pp 569.

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