Develop, Implement, and Maintain WHS system - Desklib

This article discusses the need for a well-developed work, health, safety management system for Piston Private Company, which is looking to expand its service stations throughout Victoria, New South Wales, and Queensland. The article covers the initial review of organizational requirements for WHS management, responsibilities and accountabilities for WHS, WHS risk management and procedures, documentation and record-keeping requirements for monitoring, and more. It also includes a communication management plan and core elements of the proposed WHS management system.

Develop, Implement, and Maintain WHS system

Contents
1. Introduction...................................................................................................................................2
2. Initial Review................................................................................................................................2
a) Organizational Requirement for WHS Management.................................................................2
b) Responsibilities and accountabilities for WHS..........................................................................3
c) WHS Risk Management and Procedures...................................................................................4
d) Documentation and Record Keeping Requirement for Monitoring............................................5
e) Demonstration of Compliance...................................................................................................6
f) Employees Capability and need for training..............................................................................6
3. Information from the review meetings...........................................................................................7
4. Research for the design of WHSMS..............................................................................................8
a) Victorian WHS Legal framework..........................................................................................8
b) NSW WHS Act......................................................................................................................8
c) Standards for WHSMS, Risk Management and Record Keeping..........................................8
5. WHS Policy...................................................................................................................................8
6. Core Elements of the Proposed WHS Management System..........................................................9
7. Design of WHS management system...........................................................................................10
8. Communication Management Plan..............................................................................................10
9. Draft............................................................................................................................................12
10. Required Changes....................................................................................................................13
11. Conclusion:..............................................................................................................................14
12. References:..............................................................................................................................14

1. Introduction
Jim Murphy is the owner of the Piston private company which deals with service station. The
owner of the company is looking forward to expand his service station throughout the city of
Victoria, New South Wales, and Queensland. The company is having the work force of 60
employees, in which most of them are having high school qualified. They are not well trained
in reading and writing English language. The expansion of the enterprise will require a
considerable growth of the working employees. The working of the organization is gets
affected due to the improper management of the working process at Piston Private company.
The increment in the service station will result in improper management of services provided
to the worker at work place. It has been analysed that the number of absenteeism is increasing
at work place due to health problems or safety issues. The company is looking forward for
the well-developed work, health, safety management system in which the employees feel
satisfactory and result in quality of work provided by them. The smooth functioning of the
enterprise depends on the efficient management in store house management, restaurant, bars,
household store, service station, and others.
2. Initial Review
a) Organizational Requirement for WHS Management
The organization is looking forward to bring coordination among the activities performed by
the working employees. The organization wants to expand its service station throughout the
Victoria, NSW, and Queensland. The expansion to the single store to multi-store is inversely
proportional to the health and safety of the workers. The increment in the service station will
result in improper management of services provided to the worker at work place. It has been
analysed that the number of absenteeism is increasing at work place due to health problems
or safety issues. The productivity of the organization can be improved with the happy and
satisfied labour. The organization has to consider the health and safety issues which exist
with the labour at the working hours (Wazir, 2013). The development of Work Health safety
management program results into successful expansion of the enterprise because the
production capability of the firm can be improved with the successful efforts of the happy
and satisfied labour working at the service station situated in different region.

The purpose of designing a WHS system for the Piston organization is to set out managerial
responsibilities between the team members for effective output, providing right information
to the right people, managing consistency of quality in the working output of the labour, and
resolving health, legal, social, and political issues at working platform of the enterprise
(Zanko and Dawson, 2012).
Requirement for WHS System:
 Knowledge required for developing safety procedure
 Identifying risks and hards associated with the project
 Managing supply and demand of resources
 Eliminating risks associated with safety
b) Responsibilities and accountabilities for WHS
Responsibilities for WHS:
The proposed WHS for Piston private company is responsible for enhancing the performance
of employees, deployment of effective risk identification and mitigation strategic plan,
management of legal obligation associated with the expansion of service stations in different
regions, measuring the quality of output received from the working employees, strengthening
the relationship between internal and external partners, and bringing transparency in the flow
of operational program.
The following flowchart shows the responsibilities and accountabilities of the proposed team
work:

Accountability of WHS system:
The WHS system designed for the Piston company is accountable for managing legal
obligation associated with the enterprise, developing proactive action plan for ensuing safety
of the employees at work, providing appropriate authority to do a particular work, and
managing coordination and cooperation among stakeholder services (Thomas and Thomas,
2012).
c) WHS Risk Management and Procedures
The following table WHS risk management and processes undertaken to develop the
mitigation solution for the proposed risks
Risk Identification Risks Management Procedures
No availability of resources Managing supply and Keeping updated information

at site location demand of resources in the WHS system
No safety planning
procedures
Training and development
program should be arranged
Providing safety equipment
Associating priority with the
safety equipment and rules
followed at work place
Occurrence of Natural
Hazards
Management of traffic at the
service station
Decision making capability
of the top level
The control measures should
be taken to resolve risks
associated with the working
environment in handling
different site working
effectively.
No educational program for
workers
Providing education
regarding their so that they
can gain expertise
Provision for education to be
set at priority
Health and safety hazards The framework should be
developing for resolving the
health and safety hazard at
work place
Deployment of WHS safety
assurance framework
No update of incident
occurred at site location
Installation of hardware
devices to get the
information about the
occurrence of incident at
different sites
Providing immediate action
plan
Legal and Social Obligation Resolving of legal and social
obligation
Periodic meeting with the
local officer
d) Documentation and Record Keeping Requirement for Monitoring
The following table shows the occurrence of the incident which takes in the past:
Type of incident Number of times Who get affected Loss of Working

days
Spilling of fuel oil 33 Wastage of fuel and
3 customers clothes
were affected
0
Fire at garbage 2 Inhalation and
breathing problem to
staff
1
Slip 3 Employees and
customers
1
No stock in reserve 6 Employees 2
Burning 42 Employees 23
Health problems 5 Employees 5
Record Keeping:
The analysis of the site location helps in gathering the information that training and
development program was not arrange for the employees betterment, re-habilitation policy is
not launched for the workers, no proper documentation of the records, no details of the
incident occurred at work place, no paper work, no back up of electronic data, no records of
insurance policies, and no agreement for the obligation of legal and social issues. The
working of the organization is gets affected due to the improper management of the working
process at Piston Private company.
e) Demonstration of Compliance
The WHS is responsible for managing legal compliance in relation to the health and safety
program designed for the workers, methodologies used for handling operations, providing
facilities related toilets and clean drinking water, and proper inspection program of working
environment provided to the employees.
f) Employees Capability and need for training
The training and development program is required for increasing the capability of the
working employees to handle their jobs with efficiency. The activities which requires special
training program are serving customers, how to manage petrol and LPG pumps, management
of the account details, handling of the deliveries associated with LPG and petrol at the service
station, inventory management system, re-organization and management of reserve stock, and

training to the new employees required to handle the expansion of the organization at
different location of Victoria, New South Wales, and Queensland (Potocki, and Brocato,
2014).
3. Information from the review meetings
The information which is gathered from the site visit and review meeting about the incidents
which occurred in the past:
Type of incident Number of times Who get affected Loss of Working
days
Spilling of fuel oil 33 Wastage of fuel and
3 customers clothes
were affected
0
Fire at garbage 2 Inhalation and
breathing problem to
staff
1
Slip 3 Employees and
customers
1
No stock in reserve 6 Employees 2
Burning 42 Employees 23
Health problems 5 Employees 5
The analysis of the site location helps in gathering the information that training and
development program was not arrange for the employees betterment, re-habilitation policy is
not launched for the workers, no proper documentation of the records, no details of the
incident occurred at work place, no paper work, no back up of electronic data, no records of
insurance policies, and no agreement for the obligation of legal and social issues (Public
sector management office, 2016).
4. Research for the design of WHSMS
a) Victorian WHS Legal framework
The policies undertaken by the Victoria Service station are consist of 2004 Act for
occupational health and safety and 2017 occupational health and safety regulation. The

Victorian WHS legal framework basically works for the risk management plan undertaken by
the organization, practically applying risks mitigation plans, taking feedback from
employees, omission of discrimination, right to information, and other (Safe work Australia,
2011)
b) NSW WHS Act
The New South Wales undertake the policies of 2011 work health and safety act and 2017
occupational health and safety regulation for handling the operation flow at work place. It
also focuses on accommodation act and explosives act.
c) Standards for WHSMS, Risk Management and Record Keeping
Standards for WHSMS
The new WHS system will follow the standards of 2011 work health and safety act and 2017
occupational health and safety regulation for handling the operation flow at work place.
Risk Management
The framework should be developing for resolving the health and safety hazard at work place
Record Keeping
The development of the electronic documentation which gives the details of training and
development program was arranged for the employees betterment, re-habilitation policy was
launched for the workers, proper documentation of the records, details of the incident
occurred at work place, systematic paper work, back up of electronic data, records of
insurance policies, and agreement signed for the obligation of legal and social issues
(Kozlowski, 2011)
5. WHS Policy
The following is the list which gives the details of WHS policies which are used for the
development of the new WHS system for the enterprise.
 Life Balance Policy: Development of the standards for employees health and safety
 Development of the standards for quality of work output required from the workers
 Development of risks mitigation plan to resolve risks proactively
 Framework for enhancing decision making capabilities of the top executives
(Muthuviknesh and Kumar, 2014)

 Development of the communication management plan
 Development of standards for handling issues, chaos, conflicts, grievance, and distract
ion which exist with the employees.
 Iss Smoking policy: Helps in protecting the health of the employees from disease
 Harassment Policy: Resolving the issues of sexual harassment (Jilcha, 2010)
 Iss Performance Management Policy: It is used for getting quality of work from the
employees
 Iss Induction policy: it is used for providing training and development program for the
new employees (Burton, 2011)
 Emergency action plan: It helps in guiding what action should be taken by the
employees if the situation of emergency occur such as fire breakdown, health
emergency, and others (Bakri, Zin, Misnan, and Mohmmad, 2011).
6. Core Elements of the Proposed WHS Management System
a) The services provided to the Store manager of flagship store:
The newly designed WHS helps in resolving the issues of the store manager which exist with
the management of supply and demand of thee product at the store house, underflow and
overflow condition occurs with the management of the product, inefficiency in handling cash
inflow and outflow details, division of roles and duties among the working employees, and
others (Gilmore, 2015).
b) Benefits of New WHS system for ISS store
 The health and safety issues which exist at the store house can be effectively resolved
 Quality of output can be gained from the happy and satisfied labour
 Clear understandings in the duties and roles performed by the employees at work site
location
 Effective record system
 Better management of communication between internal workers
 Development of the action plan for the workers
 The alarming system should be added with the WHS system so that the employees
can handle situation of emergency with ease without any chaos.
 Deployment of training program for educating ethical conduct at work place

7. Design of WHS management system
8. Communication Management Plan
Who What When Where Outcome
Top Executive Division of roles
and
responsibilities
Allocation of
resources and
authority
Implementation
of WHS system
Reviewing of
WHS
performance
Once
Weekly
Monthly
Head Office Smooth
operational work
Flow at site
location

General
Manager
Prepare action
plan
Maintain Safety
standards
Review the
performance of
safety standards
Once
Monthly
Periodically
Site Location Increased
satisfaction level
of the working
employees to
provide quality
output
Safety Leaders Develop a
leadership plan
Once Site Location Resolving social
issues
Line Manager Assessment of
risk
Periodically Site Location Development of
risk mitigation
plan
Supervisor Monitoring of
the WHS
performance
Periodically Site Location Measuring the
performance
Audit and risk
Committee
Assessment of
risk
Periodically Site Location Development of
risk mitigation
plan
WHS committee Monitoring of
the WHS
performance
Requirement of
change
Periodically Site Location Measuring the
performance
Required
changes done
9. Draft
Particular Description
Core Elements  Knowledge required for developing
safety procedure
 Identifying risks and hards associated

with the project
 Managing supply and demand of
resources
 Eliminating risks associated with
safety
Relevant Standards  2011 work health and safety act
 2017 occupational health and safety
regulation
Legislative Requirement Code of practice: It helps in providing
information related to the standards used for
providing health and safety equipment at
work place (Australian council of health care
standards, 2013)
Legislation act: 2011 work health and safety
act and 2017 occupational health and safety
regulation
Explosive Act: Compensate if explosive
occurs during working hours at site location
Accommodation act: Give Place to live if
agricultural premises are used.
WHS Policy Requirement  Development of the standards for
employees health and safety
 Development of the standards for
quality of work output required from
the workers
 Development of risks mitigation plan
to resolve risks proactively
 Framework for enhancing decision
making capabilities of the top
executives

 Development of the communication
management plan
 Development of standards for
handling issues, chaos, conflicts,
grievance, and distract ion which
exist with the employees.
Communication Framework Communication plan should be developed for
top executives, general manager, safety
leaders, Line manager, supervisor, team
leader, Audit and risks committee, and
Executive work health and safety committee
Meeting with internal and external
Requirement
Regular meetings helps in analysing the
changes required in the WHS system for
keeping it updated according to the
requirement of the employees.
10. Required Changes
The analysis of the case study helps in the development of the effective WHS which is
required for organization to improve the performance of their employees at work place. The
employees should be made aware about the implementation of the WHS system at the work
place so that they prepare themselves to work in the new environment (Aged and Community
Services, 2014). The alarming system should be added with the WHS system so that the
employees can handle situation of emergency with ease without any chaos. The control
measures should be taken to resolve risks associated with the working environment in
handling different site working effectively.
11. Conclusion:
The proposed WHS system helps in handling the health and safety issues effectively which
will be faced by the employees with the expansion of the Piston company at different location
of Victoria, New South Wales, and Queensland. The newly designed WHS helps in resolving
the issues of the store manager which exist with the management of supply and demand of

thee product at the store house, underflow and overflow condition occurs with the
management of the product, inefficiency in handling cash inflow and outflow details, division
of roles and duties among the working employees, and others. The development of Work
Health safety management program results into successful expansion of the enterprise
because the production capability of the firm can be improved with the successful efforts of
the happy and satisfied labour working at the service station situated in different region.
12. References:
Aged and Community Services. (2014). Community workers: Work Health and safety
guidelines. Retrieved from
https://www.safework.sa.gov.au/uploaded_files/CommunityWorkers.pdf
Australian council of health care standards. (2013). Risk management and Quality
improvement hand book. Retrieved from
https://www.achs.org.au/media/69305/risk_management_and_quality_improvement_
handbook_july_2013.pdf
Bakri, A., Zin, R., Misnan, M., and Mohmmad, M. (2011). Occupational safety and health
management system: Towards development of safety and health culture. Retrieved
from
https://www.researchgate.net/publication/242326455_OCCUPATIONAL_SAFETY_
AND_HEALTH_OSH_MANAGEMENT_SYSTEMS_TOWARDS_DEVELOPME
NT_OF_SAFETY_AND_HEALTH_CULTURE
Burton, J. (2011). WHO Healthy workplace: Framework and model. Retrieved from
http://www.who.int/occupational_health/healthy_workplace_framework.pdf
Caldwell, J. (2015). Health and safety. Retrieved from
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Gilmore, D. (2013). Safety management in the construction industry. Retrieved from
https://www.cpwr.com/sites/default/files/publications/SafetyManagementinConstructi
onSMR-2013_0.pdf
Jilcha, K. (2010). A literature review on global occupational safety and health practice and
accidental severity. Retrieved from http://www.ijqr.net/journal/v10-n2/4.pdf

Kozlowski, S. (2011). Work Groups and Teams in Organization. Retrieved from
https://digitalcommons.ilr.cornell.edu/cgi/viewcontent.cgi?
article=1396&context=articles
Muthuviknesh, R., and Kumar, A. (2014). The effects of occupational health and safety
management in work environment. Retrieved from
http://www.ijarcsms.com/docs/paper/volume2/issue6/V2I6-0040.pdf
Potocki, K., and Brocato, R. (2014). A system of management for organizational
improvement. Retrieved from http://www.jhuapl.edu/techdigest/td/td1604/Potocki.pdf
Public sector Management Office. (2016). Implementing a workplace health and well-being
program. Retrieved from
http://www.dpac.tas.gov.au/__data/assets/pdf_file/0006/123855/Ministerial_Direction
_23_Guidelines.pdf
Safe work Australia. (2012). Work Health and safety consultation, cooperation and
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pdf
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management system. Retrieved from
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Wazir, W. (2013). Challenges of implementing health and safety programmes in Kenya.
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%2013.pdf
Zanko, M. and Dawson, P. (2012). Occupational health and safety management in
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article=3884&context=commpapers