Implement and Monitor WHS Policies, Procedures and Programs - Workplace Scenario

This workplace scenario discusses the importance of implementing and monitoring WHS policies, procedures, and programs to meet legislative requirements. It includes an incident report of an employee who tripped on a loose cable, action plans to prevent recurrence, and data analysis of workplace incidents. The subject is BSBWHS401 and the college is Sydney Metro College.

Templates - Appendix 1 – 5
Appendix 1: Workplace scenario
You are employed as a team leader of a group of five administration staff. A rapid
growth in the organisation has seen many new computers installed in the office. With
so many computers around the office, power extension cables occasionally become
loose and end up lying on the floor of the hallway.
In the past three months, a number of your employees have had near-misses where
they have almost tripped on a loose cable. To make matters worse, just this morning
you witnessed your senior administrator, Rosie Thompson, trip on a cable and sprain
her wrist on impact with the floor. As team leader, you immediately gave Rosie some
ice and a bandage and took her to see the local doctor.
Organisational recordkeeping and consultative procedures, which are in place to
ensure the organisation adheres to WHS obligations under relevant legislation,
require team leaders to:
● conduct regular workplace inspections and submit safety inspection forms to
the relevant person (your health and safety representative or your assessor)
● fill in and submit incident reports for incidents involving accidents or near-
accidents involving staff or visitors
● compile WHS aggregate information and report on safety performance as part
of the WHS management system to your health and safety representative.
In your workplace’s operational plan, the target number of incidents or injuries
requiring first aid and/or medical treatment is zero.
Implement and monitor WHS policies, procedures and programs to meet legislative requirements -
BSBWHS401
Issue Date: 30/10/2017 Page 1 of 14
ABN: 57 169 281 501
E: [e-mail]
W: www.sydneymetrocollege.edu.au
Sydney (Head Office): Level 2, 16-22 Wentworth Avenue
Surry Hills NSW 2010
T: 02 8937 0991
Melbourne: Level 1 &2, 213-215 Lonsdale Street
Melbourne VIC 3000
T: 03 0 9077 0758

Appendix 2: Incident report
Incident report
Note: All sections of this form are to be completed. All incidents shall be advised
within 12 hours of the incident to ensure appropriate action is initiated.
Personal details
Family name: Thompson First name: Rosie
Contact Phone
No:
(w) 123456789 (h – if injured)
Occupation: Recruiter Gender:  M  F
Staff employment status:
 Full-time  Part-time  Casual
 Contractor  Visitor
Division/Department: Human resources
Incident details
Date of incident: 10/05/2021 Time of incident: 10:52 AM / PM
Location where incident occurred:
The incident took place in administration department that is present in the
main block of the organisation building.
Briefly describe what happened:
The administrative department is going under many changes. This includes
the installation of many new computers to make the work easy for he
employees. The department is still trying to adjust with these changes. The
power extension for connecting these computers is lose which makes it be
out of the power plug. There loose wires and cables are lying on the floor.
Rosie did not knew about it and tripped on the same. As a reflex she put
impact on the floor that made her sprain her wrists.
This incident resulted in:
 Injury  No injury  Near miss
 Property damage  Hazard identified
The incident was reported to (Supervisor):
Name of Supervisor : Maeve Dyson_________ Date: 10/05/2021_________
Injury/damage details
If an injury was sustained, what part of the body was affected; or if damage
to property occurred, what was damaged?
There was an injury in the wrists area of Rosie.
Medical treatment
If MEDICAL EXPENSES or LOST TIME is incurred, a Workers
Implement and monitor WHS policies, procedures and programs to meet legislative requirements -
BSBWHS401
Issue Date: 30/10/2017 Page 2 of 14
ABN: 57 169 281 501
E: [e-mail]
W: www.sydneymetrocollege.edu.au
Sydney (Head Office): Level 2, 16-22 Wentworth Avenue
Surry Hills NSW 2010
T: 02 8937 0991
Melbourne: Level 1 &2, 213-215 Lonsdale Street
Melbourne VIC 3000
T: 03 0 9077 0758

Compensation Claim form must be completed
and forwarded to WHSW & IM Services as
soon as possible.
Do you intend to seek medical
treatment?

Yes

No
Do you intend to lodge a claim
for workers compensation?

Yes

No
Has any time been lost from
work?
(More than 1 complete shift)

Yes

No
If so, have you returned to work? 
Yes

No
Have medical expenses been
incurred/will medical expenses
be incurred?

Yes

No
 Uncertain
at this time
Were there
witnesses?
If so, provide name of
witness(es):
Maeve Dyson and
Robert Graff
Witness(es) contact
phone number:
45646487
54420548
Employee signature: Date: 10/05/2021
If a medical certificate has been provided please send to: Fax xxxx xxxx or email:
[e-mail]
Describe in detail what occurred
It is the responsibility of the supervisor/line manager to complete this section
in consultation with the injured staff member.
Please describe the events and contributing factors that led to the incident:
The company is undergoing some changes leading to improve their hand
towards technology. In the process there are some computer installed in
same office setting within the administration department. The computers are
all connected to the power cable extension that is a bit lose from the
sockets. Therefore, most of time these cables are lying on the floor. The
visitors within this department does not know about this situation and his
leads them to trip or fall from stepping over lose cables. This happened with
Rosie. She did not know that there was a lose cable left on the floor rather
than in the power socket. She tripped and used her hand to balance her
body when falling on floor. This impact on the hand made the ligaments
which supports the wrists to stretch and tear causing a wrists sprain.
Implement and monitor WHS policies, procedures and programs to meet legislative requirements -
BSBWHS401
Issue Date: 30/10/2017 Page 3 of 14
ABN: 57 169 281 501
E: [e-mail]
W: www.sydneymetrocollege.edu.au
Sydney (Head Office): Level 2, 16-22 Wentworth Avenue
Surry Hills NSW 2010
T: 02 8937 0991
Melbourne: Level 1 &2, 213-215 Lonsdale Street
Melbourne VIC 3000
T: 03 0 9077 0758

How could this be prevented from
happening again?
The supervisor/line manager is to complete this
section in consultation with the injured staff
member and the health and safety
representative (if applicable).
Suggestions to avoid recurrence of this
incident/accident:
Lose cables can lead to cause many hazards
within a workplace setting. It is important to
take steps to avoids such hazards altogether.
Cable protectors can be used to prevent having
any unnecessary accidents. It will help in
protecting the desk and making the
arrangements proper and neat to reduce the
risk of tripping on them. Moreover, light
capacity floor cord covers can be installed.
These are easy to install and covers the cords
lying on floor that will reduce the risk and will
also protect the wires from damaging when
walked over. Cord cover re the most easy and
effective methods. Loose cables can also be
replaced to avoid from having shocks and fires
within the workplace.
Name of health and safety representative, if
consulted:
Action plan
Note: From the previous section, list the
actions required to prevent this happening
again.
Implement and monitor WHS policies, procedures and programs to meet legislative requirements -
BSBWHS401
Issue Date: 30/10/2017 Page 4 of 14
ABN: 57 169 281 501
E: [e-mail]
W: www.sydneymetrocollege.edu.au
Sydney (Head Office): Level 2, 16-22 Wentworth Avenue
Surry Hills NSW 2010
T: 02 8937 0991
Melbourne: Level 1 &2, 213-215 Lonsdale Street
Melbourne VIC 3000
T: 03 0 9077 0758

Action to
prevent
recurrence
(Do not leave
blank)
Perso
n
respo
nsible
for
action
Action
taken
Sign-off
complet
ed
(signatur
e
required
)
Getting
knowledge of
all the
hazards
within
workplace.
Superv
isor
Learning
all the
work
health and
safety
instruction
s and
learning
the cause
of each
hazard.
M. D.
Conducting
an inspection
within the
workplace to
identify these
hazards.
Safety
inspect
or
Conductin
g regular
worksite
inspection
and
interviewin
g the
managers
and
employees
for any
issues that
they are
facing.
K. T.
Implement and monitor WHS policies, procedures and programs to meet legislative requirements -
BSBWHS401
Issue Date: 30/10/2017 Page 5 of 14
ABN: 57 169 281 501
E: [e-mail]
W: www.sydneymetrocollege.edu.au
Sydney (Head Office): Level 2, 16-22 Wentworth Avenue
Surry Hills NSW 2010
T: 02 8937 0991
Melbourne: Level 1 &2, 213-215 Lonsdale Street
Melbourne VIC 3000
T: 03 0 9077 0758

Installation of
cord covers.
Techni
cian
Finding the
best and
cost
effective
cord
covers.
Hiring the
technician
to install
these cord
covers.
Covering
all the area
on the floor
and all the
cables
from the
computers.
J. D.
Arranging the
computers
close to the
power plugs.
Inform
ation
technol
ogy
Cord
covers can
cover the
cords lying
on floors
but these
cords can
cause fire
and
damage at
the
workplace.
Therefore,
it is
important
to avoid
loose
power
connection
altogether
by shifting
the
computer
tables
close to
power plug
system.
R. G.
Implement and monitor WHS policies, procedures and programs to meet legislative requirements -
BSBWHS401
Issue Date: 30/10/2017 Page 6 of 14
ABN: 57 169 281 501
E: [e-mail]
W: www.sydneymetrocollege.edu.au
Sydney (Head Office): Level 2, 16-22 Wentworth Avenue
Surry Hills NSW 2010
T: 02 8937 0991
Melbourne: Level 1 &2, 213-215 Lonsdale Street
Melbourne VIC 3000
T: 03 0 9077 0758

 Referred to line manager 
Placed issue on local action plan
 Consulted employees 
Advised senior manager
 Advised WHSW Services 
CSR raised, referred to FMU
 Feedback provided to affected person
on outcome
Is rehabilitation
required?
 Yes
 No
 Rehabilitation consultant
advised
Date:
Name of
Supervisor:
Maeve Dyson
Contact Phone Number:
45646487
Signed: M. D. Date: 10/05/2021
Appendix 3: Analyse data
The workplace incident data for the past three months is recorded in the incident
register below. Summarise the data in the graph provided and identify the areas that
you should concentrate your improvement efforts on.
Incident Cause Type Who When
Slip/trip Cables on floor MTI Bob 13/07
Muscle pull Lifting paper MTI Jane 18/07
Muscle pull Moving bins FAI Nihal 30/08
Bullying Project deadline LTI Laszl
o
15/09
Stress Project deadline LTI Greg 17/09
Slip/trip Cables on floor NMI Bob 01/10
Cut Cut finger on broken glass FAI Rita 02/10
FAI first aid incidents
MTI medical treatment injury
LTI lost time injury
LTIFR lost time injury frequency
rate
NM near miss
Graph the data from the table above.
Implement and monitor WHS policies, procedures and programs to meet legislative requirements -
BSBWHS401
Issue Date: 30/10/2017 Page 7 of 14
ABN: 57 169 281 501
E: [e-mail]
W: www.sydneymetrocollege.edu.au
Sydney (Head Office): Level 2, 16-22 Wentworth Avenue
Surry Hills NSW 2010
T: 02 8937 0991
Melbourne: Level 1 &2, 213-215 Lonsdale Street
Melbourne VIC 3000
T: 03 0 9077 0758

Slip/trip
Muscle pull
Bullying
Stress
Cut
0 0.5 1 1.5 2 2.5
Incident
Implement and monitor WHS policies, procedures and programs to meet legislative requirements -
BSBWHS401
Issue Date: 30/10/2017 Page 8 of 14
Number of Incidents
ABN: 57 169 281 501
E: [e-mail]
W: www.sydneymetrocollege.edu.au
Sydney (Head Office): Level 2, 16-22 Wentworth Avenue
Surry Hills NSW 2010
T: 02 8937 0991
Melbourne: Level 1 &2, 213-215 Lonsdale Street
Melbourne VIC 3000
T: 03 0 9077 0758

Cables on
floor Lifting paper Moving bins Project
deadline Cut finger on
broken glass
0
0.5
1
1.5
2
2.5
Causes
Implement and monitor WHS policies, procedures and programs to meet legislative requirements -
BSBWHS401
Issue Date: 30/10/2017 Page 9 of 14
ABN: 57 169 281 501
E: [e-mail]
W: www.sydneymetrocollege.edu.au
Sydney (Head Office): Level 2, 16-22 Wentworth Avenue
Surry Hills NSW 2010
T: 02 8937 0991
Melbourne: Level 1 &2, 213-215 Lonsdale Street
Melbourne VIC 3000
T: 03 0 9077 0758

It is important that a workplace is safe and hazard free for
its employees. However, in this case, there are many
hazards that are causing risk to the employees working
there. There are many incidents happening within past 2-
3 months in the work place. From the above it can be
interpreted that there are physical injuries either small or
severe from within the organisation. An employee Bob
has become victim of tripping over cable present on floor
for two times in 3 months. This is a severe problem as
tripping and falling can lead to causing physical injuries
that can be severe. In these two time, during his first slip
trip, he required medical treatment to get better while the
other one was a near miss. Medical treatment of
employees costs a lot to organisation as it has pay for the
medical expenses as suffer from productivity loss as Bob
cannot work for some days. Moreover, in addition to this,
even Jane went under medical treatment as she had a
muscle pull from lifting heavy papers. This situation can
be avoided by employing people for such jobs and give
less physical stress to individuals like Jane. It is important
that some equipments such as paper pallet stacker can
be used in the workplace where heavy papers are lifted
by he employees. This muscle pull is very painful and
results in allowing very limited movements. Jane cannot
work after having a muscle pull for some days. This is a
waste of human resource of the organisation as such
conditions might takes few weeks or even months to
heal. Near miss conditions will not harm anyone but is
like a warning and the organisation must some steps to
avoid such things from the work- place altogether.
Moving the bins in the office had also lead to causing an
incident that was solved by first aid. However, it resulted
in a muscle pull for Nihal some days after the case of
Jane. Employees of the company must avoid carrying
heavy weights to stay away from having such problems.
First aid incidents are not severe for the company can be
treated within the office. Rita had a first aid incident as
she cut her finger with the broken glass. Cuts can be
risky fir the body and such open wounds can results in
many infections. It is important for the company to keep
the first aid system proper in order to solve such minor
issues. It must have all the necessary equipment and
ointments to help with such issues. Moreover, there was
a condition of bullying within the department. Bullying can
lead to many health risks such as anxiety and raising
blood pressures. It also affects the job performance by
making the employee develop low self- esteem. Bullying
is a form of psycho- social hazard within the workplace.
Lazlo was a victim of office bullying and the cause within
this case is project deadlines. The organisation must look
after and must set the deadlines that are achievable by
their employees. A proper training must be provided for
the employees to provide them knowledge about working
ethically and treating their colleagues with respect while
not being discriminating against someone. Greg was also
under a lot of stress for meeting their project deadlines.
This shows that most of the employees are struggling
Implement and monitor WHS policies, procedures and programs to meet legislative requirements -
BSBWHS401
Issue Date: 30/10/2017 Page 10 of 14
ABN: 57 169 281 501
E: [e-mail]
W: www.sydneymetrocollege.edu.au
Sydney (Head Office): Level 2, 16-22 Wentworth Avenue
Surry Hills NSW 2010
T: 02 8937 0991
Melbourne: Level 1 &2, 213-215 Lonsdale Street
Melbourne VIC 3000
T: 03 0 9077 0758

Appendix 4: Safety inspection form
Criteria N/A Yes No Comments
EMERGENCY PROCEDURES
Are designated emergency persons’ details
posted, including:
● health and safety representative
● fire warden
● first aid person?
There are some
individual assigned with
different roles and
responsibilities to be
followed during the
case of an emergency.
Are instructions posted for calling emergency
services?
Is the site plan on display?
Are emergency evacuation muster/assembly
areas signposted?
Have all staff been inducted and trained in
emergency procedures?
Are entry and exit doors marked and free of
clutter?
Are emergency exit routes and aisles and
corridors free of clutter?
Are fire extinguishers provided and maintained?
Have personnel onsite been trained in the use of
fire extinguishers?
Are first aid kit/s stocked to contents list?
Are first aid supplies replenished?
HOUSEKEEPING
Is the bathroom and toilet clean and tidy?
Is the kitchen and eating area clean and tidy?
Are floors clean, dry and in good condition?
Are desks and work areas tidy?
Are rubbish bins sufficient?
Is rubbish cleared regularly?
Are recycling bins sufficient?
Are recycling bins cleared regularly?
Are aisles and areas around workstations free of
clutter?
ERGONOMICS
Is furniture fit for purpose?
Do office chairs have five supports?
Is furniture adjustable for keyboard operators?
● straight back
● forearms parallel to the floor
● upper legs parallel to the floor
Are footrests provided where necessary?
Implement and monitor WHS policies, procedures and programs to meet legislative requirements -
BSBWHS401
Issue Date: 30/10/2017 Page 11 of 14
ABN: 57 169 281 501
E: [e-mail]
W: www.sydneymetrocollege.edu.au
Sydney (Head Office): Level 2, 16-22 Wentworth Avenue
Surry Hills NSW 2010
T: 02 8937 0991
Melbourne: Level 1 &2, 213-215 Lonsdale Street
Melbourne VIC 3000
T: 03 0 9077 0758

Criteria N
/
A
Y
e
s
N
o
Comments
Are document supports
provided?
Are computer screens
positioned to avoid glare?
Are workstations and
equipment positioned to:
● reduce manual handling
● reduce repetitive
handling
● improve work flow?
HAZARDOUS SUBSTANCES
Are all chemicals, including
liquid fuels, properly labelled,
stored and signposted?
Are spill kits available?
Are MSDS readily available
for hazardous substances?
Is a hazardous materials
register maintained?
PPE (for hazardous areas)
Is safety signage accurate?
Is safety signage displayed
correctly?
Are safety glasses worn
when required?
Is high-visibility clothing
provided where required?
OTHER
Implement and monitor WHS policies, procedures and programs to meet legislative requirements -
BSBWHS401
Issue Date: 30/10/2017 Page 12 of 14
ABN: 57 169 281 501
E: [e-mail]
W: www.sydneymetrocollege.edu.au
Sydney (Head Office): Level 2, 16-22 Wentworth Avenue
Surry Hills NSW 2010
T: 02 8937 0991
Melbourne: Level 1 &2, 213-215 Lonsdale Street
Melbourne VIC 3000
T: 03 0 9077 0758

Appendix 5: SAM record form
Work safety team: Maeve, Daniel, John, Evan
Meeting held on: Board room number 3
Meeting conducted by (supervisor): Maeve (Supervisor)
HSR in attendance: Yes / No
Issues to be covered:
 An employee of the company Rosie Thompson has a trip because of the
loose cables present in the office due to the recently installed computers. She
was given an immediate first aid with some ice and bandages on the point of
injury and then taken to a nearby doctor. These cables are contributing in
increasing the situation of workplace hazards within the department and
therefore, must be treated with proper solution to reduce the risk on the
employees as not just Rosie but many other workers and visitors have has a
near miss experience with the same. It is important to solve this issue on prior
basis for the organisation.
 Safety inspection must be conducted to identifying the hazards present in the
working space of employees and steps must be implemented to stop the
impact hazards and creating a safe working place for the employees.
..............................................................................................................................
Other issues addressed: ..................................................................................
The safety inspection conducted within the organisation has helped in identifying
some very common and major sources of office hazards that are essential to be
rectified.
 The employees working in the organisation have very less knowledge about
the procedure followed during some emergency.
 The first aid kit present does not contain all the important things and
equipment. This makes it useful for only during some minor incidents
 There workplace is very less organised which creates chaos.
..............................................................................................................................
Staff in attendance: ...........................................................................................
Maeve
Daniel
John
Evan
Outcomes: Creating a safe working place for the employees is the main aim behind
having the safety action meeting.
 After the inspection, the company decided to implement some strategies to
overcome the issues present in the workplace.
 Cord covers were installed that helps in covering the open wires and cables
and moreover, helps in preventing the damage to the same from walking over
it.
 Training sessions were conducted for the employees to provide them with the
important knowledge and understanding about the emergency procedures.
 This training session also helped the employees on ways to work under
pressure and respect their colleagues.
Implement and monitor WHS policies, procedures and programs to meet legislative requirements -
BSBWHS401
Issue Date: 30/10/2017 Page 13 of 14
ABN: 57 169 281 501
E: [e-mail]
W: www.sydneymetrocollege.edu.au
Sydney (Head Office): Level 2, 16-22 Wentworth Avenue
Surry Hills NSW 2010
T: 02 8937 0991
Melbourne: Level 1 &2, 213-215 Lonsdale Street
Melbourne VIC 3000
T: 03 0 9077 0758

Attendees:
Name: Maveve Signature: ......................
Name: Daniel Signature: ........................
Name: John Signature: ..........................
Name: Evan Signature: ..........................
Implement and monitor WHS policies, procedures and programs to meet legislative requirements -
BSBWHS401
Issue Date: 30/10/2017 Page 14 of 14
ABN: 57 169 281 501
E: [e-mail]
W: www.sydneymetrocollege.edu.au
Sydney (Head Office): Level 2, 16-22 Wentworth Avenue
Surry Hills NSW 2010
T: 02 8937 0991
Melbourne: Level 1 &2, 213-215 Lonsdale Street
Melbourne VIC 3000
T: 03 0 9077 0758