Developing a Plan for WHS System Documentation Audit

This report explains the development of a plan with timelines for WHS system documentation audit. It discusses the appointment arrangements with the WHS manager at the workplace, audit checklists, and the use of documents provided by the manager for the audit. The results of the audit are presented in the form of tables. The report concludes by recommending methods for communicating the audit results to managers and workers.

Ensure a Safe workplace

Table of Contents
INTRODUCTION...........................................................................................................................1
Developing a plan and timeline for the WHS system documentation system............................1
Arrange appointment with WHS manager at workplace............................................................3
Audit checklist and check it with workplace WHS manager and assessor.................................4
Audit using documents provided by manager.............................................................................5
Results of audit in form of tables................................................................................................6
CONCLUSION................................................................................................................................6
REFERENCES................................................................................................................................8

INTRODUCTION
Workplace safety defined the policies and set of procedures in place take to assure health
and safety of workers within company. It includes hazards identification and control according to
appropriate government standards and ongoing development and training for staff. The present
report is based on WHS management system, it explains the development of plan with timelines
for WHS systems documentation audit. This study justifies, appointment arrangements with
WHS manager at workplace to discuss plan (Clements, Pawlowski and Manouselis, 2015).
Develop audit checklists and define quality system framework that impact on WHS system.
Furthermore, it clarifies results of audit in table format, purpose of actions to consider any issues
and recommend methods for communicating results to managers and workers.
Developing a plan and timeline for the WHS system documentation system
Workplace health & safety documentation, is system mostly has varied structural
elements, it is all about being specific of risk and policies safety management, review of all tasks
done and documented control etc. it is the process sets out the stages to be followed for work
activities. While developing and creating documentation, consultation with affected employees is
essential as it helps to solve work safety and health issues.
The plan for WHS system includes the following:
Section 1: Purpose
It describe the auditing procedures which is used to verify the implementation and
evaluate the effectiveness of the WHS. The audit will further evaluate the compliance with all
defined WHS policy and procedures or legislation (Eldejany, R., 2018). The audit also evaluate
the WHS management system are properly implemented and maintained.
Scope: The procedure clearly outlines the requirement for auditing the implementation of
the WHS in an organization.
Section 2: Glossary
Purpose of this process is to:
Audit-
It means effective and systematic procedure for acquiring audit evidence and measure it
objectively to identify extent to which investigation criteria is fulfilled.
Audit criteria-
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It means necessity which audit is assessing as chosen from standards, policies, legislation
and codes of practice.
Audi tee-
It is referred to the person who conduct audit, auditee means a area being examined in
order to analyse situation in workplace.
Audit evidence-
While auditing system auditor keep all records, fact and statements information that in
further procedure, all data will be relevant to audit criteria.
Audit findings-
After conducting audit, auditee get outcomes of evaluation against criteria of audit that
help in developing plan regarding health and safety at workplace.
Scope of audit-
It refers to the boundaries and extent of audit that help to complete work on time.
Objective-
The intended aim of this audit is mentioned here, that help to assure workplace safety and
health.
Auditor-
A person who are able to conduct an audit is known as auditor with competence to
conduct research.
Audit plan-
It defined the clear description of actions and arrangements for the audit, that provide
better results at the end of audit.
Section 3: Policy
It refers to all the work health and safety policy that clearly shows that the working area
should be safe for workers and also employer are responsible for all the misshapen. Moreover,
the WHS plan should be defined for certain time in which company have to make sure that they
comply with all the policy and procedure so that it will not affect the working area in negative
way.
Section 4: responsibilities
While performing WHS audit, every person have their own roles and responsibilities.
Such that the compliance officer will prepare the WHS audit plan and schedule and also prepare
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the audit, scope and objectives as per criteria. It also ensures the audit which is conduct in
accordance with the procedures (Madushika and et.al., 2018). Moreover, another one of Auditor
which will comply with different principle of auditing in order to make the business run
according to ethical conduct and also leads to fair presentation. In addition to this, the auditor
also exercise care in accordance with the importance of task so they they develop best report in
front of others that describe entire scenario.
WHS Audit
 Audit arrangement: Basically this is done on the two parts such that internal audit and
external audit. In internal audit, the inspection are done at regular intervals with at east
six months and it all depends upon the risk of the work as well as workplace. Through
this audit, they make sure that company is compliance with all the code of conduct, WHS
legislation and code of practice. Another is external audit that is done by external auditor
which is completely depend upon the independent of the business and it is also verifies
that the internal audit assessment as well.
 Audit plan: In this, auditor analyse WHS audit plan which cover three year cycle and
also prepare an annual WHS audit schedule which is directly consult with the
organization (Brooks and et.al., 2019). It is also done to make sure that there is no
conflict between the business.
 Audit methodology: in this, audit plan is done by analyzing proper scope, objectives and
criteria which is based upon the proper WHS procedure. Further, it also observe different
audit protocols in which the auditor will review any previously done audit reports for the
particular area in order to relate the audit scope. Further, the auditor also request the
document which is further present in the initial meeting as well.
Audit plan-
Reason-
In order to manage workplace safety and health of workers, management will take better
actions by considering each point effectively.
Activities-
Auditor communicate with other stakeholders regards to manage and implement WHS system
in workplace.
Setting objective-
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Auditor set objective and goal of work and then take action accordingly by measuring all point
appropriately.
Strategies-
Follow the rules and regulation according to Health and Safety legislations, comply with it. In
order to conduct audit and assure workplace safety risk management plan will developed.
Timelines-
Within 30 days the plan will be implemented effectively after considering all essential aspects.
Arrange appointment with WHS manager at workplace
To make effective discussion about WHS plan, auditor arrange meeting with workplace
health and safety manager which is quite essential before implementing plan. The appointment is
held at workplace within desirable time limits. The most essential part of arranging appointment
is determining whether it is actually necessary. Through appointment with WHS manager,
person is able to discuss plan, take actions in order to implement it for enhancing workplace
safety and health. The role of manager is to monitor health and safety hazards and risk in
workplace, to manage standards in work area effectively. The plan will be discussed with
assessor also which is essential for getting results in systematic manner. Assessor is local
government official who identifies value of WHS system for workers (Meeker-O’Connell and
et.al., 2015). Their role is to assess applicants performance and work related knowledge in
different of tasks to assure that competence meets requirements of WHS standards and learning
objectives. The timing of meeting will be depended on organizer and discussion process with
WHS manager.
Quality system framework defined as formalized system that documents procedures,
processes and accountabilities for achieving quality of objectives and policies. This systems
impact on WHS system effectively, as it help to improve processes of work, reduce waste, lower
costs, engaging staff and identifying training opportunities. It helps to analyse the quality of
environment around workplace, set of strategies, regulations, processes and plans that workers
uses to manage, control and assure quality. Through the use of this framework, people are able to
integrate procedures, catering systematic method for enhancing and maintaining their quality of
work provision. It effects workplace health and safety system positively as it help to monitor,
supervise and report any hazard that impact on staff performance and health.
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Audit checklist and check it with workplace WHS manager and assessor
Audit checklist focus on three audit segments such as operations, management and
finance. Checklists for internal quality measure is composed of set of many questions derived
from WHS system and any procedure documentation prepared by organization (Tõnurist, 2015).
Points covered in checklist that are:
Activities Time limit
Compliance with workplace health and safety
legislation.
7 days
Identification of risk and control hazards. 4 days
Targets and objectives as well as how and
when they will be gained.
3 days
Effective risk management plan. 4 days
Effective repay to work of injured employees. 7 days
Apply Code of practices 3 days
Claim management 2 days
After developing the audit checklist company check it with assessor because it help to
strengthen plan more effectively. By checking audit checklists company assure that plan will be
implemented systematically. It also discussed with workplace WHS manager in order to get their
opinion as well. Discussion with workplace health and safety manager is quite beneficial for
firm, it helps to acquire expert opinions and knowledge regarding plan.
The above elements in checklist clearly measure WHS system in line with company
quality system framework. With the help of audit checklist manager is capable to check each and
every thing about worker safety, it allows them to evaluate the effectiveness of WHS legislation,
policies and procedure before implementing in workplace for workers safety. Through this
procedure WHS manager reduce risk of hazard and control effectively before creating difficult
situation. By implementing policies and legislations in checklist company assure employees
about safety quality that increase their morale and enhance productivity better than before.
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Checklists is used as information base for planning current as well as future audit, it assures that
capable evidence is acquired, audit scope is followed and check consistent audit approach.
Audit using documents provided by manager
After developing audit checklists, auditor conduct audit by using documents provided by
WHS manager in order to find positive results and measure risk or hazard at workplace that
impact on ability and productivity of staff. With the help of documents auditor conduct the best
and systematic audit, it is independent and systematic audit examine current workplace situations
and analyse the requirement of WHS system to manage efficiency of staff by reducing risk.
Auditor conduct official inspection of company workplace environment without any disturbance
in order to make plan (Woodrow and Guest, 2014). It is one of the best procedure of reviewing
different policies within HR and other area of company. It helps to determine areas that need
improvement and development that support in growth and success of business within
marketplace. Documents provided by manager plays vital role while audit, it will help to
evaluate level of risk for health and safety problems at work area. While conducting
investigation, auditor determine weakness and strengths in safety process of company, asses
whether safety process is legally or illegally compliant and compare current practice and
documentation against legal obligations as well as best practice. By undertaking the audit with
documents, auditor increase level of security to assure regulatory compliance, they can give the
best advice to organization in relation to implementing WHS management system in workplace.
The manager want to increase productivity of staff and prevent them from health risk and hazard,
by preparing checklist auditor conduct audit and after analysing the whole things they can easily
update older process to comply with modifications in health and safety regulations.
Results of audit in form of tables
Activities Summary
Developing plan With the help of developing plan mentioned
above company can take correct steps towards
implementing WHS management system
within workplace in order to assure workers
safety and health.
Measure risk Audit help to measure the current risk and
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hazards occur in workplace that impact on its
abilities the most, but after analysing the
environment, company comply with WHS
legislation that create positive environment in
work area.
Discus with manager and assessor Through discussion auditor get more opinion
from senior management and give their advise
to them for implementing plan effectively.
The main purpose of workplace audit is to address hazard and risk of security breach that
might become obvious (Dill and et.al., 2018). Security breach is unauthorized access of data on
networks, devices and other things, getting around security on those servers, ultimately resulting
in data or information leakage. With this purpose auditor prepare plan for reducing risk of
security breach, it allow them to secure personal data of workers while they do job in
organization since for so long.
By conducting in depth audit, company will assure that identification of hazard and risk
for each of stages will be included in making changes at workplace.
In order to make effective communication with manager and workers as part of report,
auditor recommended to use different types of communication methods such as face to face,
memos, fax and traditional mail (Nammi and et.al., 2015).
CONCLUSION
From above, it has been concluded that development of plan for WHS system
documentation audit allow company to gain more knowledge it. Appointment give chance to
communicate with workplace safety and security manager and assessor and take their opinions
for improving it better than before. Furthermore, audit provide better results as it support to
measure risk and by using face to face and other communication methods auditor discuss
findings with manager effectively.
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REFERENCES
Book and Journals
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Brooks, K. and et.al., 2019. WHS Focus Group Findings Report.
Clements, K., Pawlowski, J. and Manouselis, N., 2015. Open educational resources repositories
literature review–Towards a comprehensive quality approaches framework. Computers
in human behavior. 51. pp.1098-1106.
Dill, M and et.al., 2018. Systems and methods for communicating token attributes associated
with a token vault. U.S. Patent 9. 996,835.
Eldejany, R., 2018. Work Health and Safety in Small Business-A Pilot Study in the Australian
Construction Industry. International Journal of Business Administration. 9(4). pp.103-109.
Goode, N and et.al., 2019. Investigating work-related musculoskeletal disorders: Strengths and
weaknesses of current practices in large Australian organisations. Safety Science. 112.
pp.105-115.
Madushika, W.H.S and et.al., 2018. Key performance indicators of value management in the Sri
Lankan construction industry. International Journal of Construction Management, pp.1-
12.
Meeker-O’Connell, A and et.al., 2015. Enhancing quality and efficiency in clinical development
through a clinical QMS conceptual framework: concept paper vision and
outline. Therapeutic innovation & regulatory science. 49(5). pp.615-622.
Nammi, S and et.al., 2015. Methods of communicating data including shared ACK/NACK
messages and related devices. U.S. Patent 9. 148. 258.
Tõnurist, P., 2015. Framework for analysing the role of state owned enterprises in innovation
policy management: the case of energy technologies and Eesti Energia. Technovation.
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Woodrow, C. and Guest, D.E., 2014. When good HR gets bad results: Exploring the challenge of
HR implementation in the case of workplace bullying. Human Resource Management
Journal. 24(1). pp.38-56.
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