Upgrading IMS documentation with

ISO 45001:2018 OH&S MS

and
ISO 50001:2018 EnMS
 Scope of the Project

• Upgrading the existing IMS documentation by replacing

• OHSAS 18001:2007 with ISO 45001:2018 OH&MS
• ISO 50001:2011 with ISO 50001:2018
• Conducting IMS internal audit and Management review
• Closing of the internal audit findings
 Agenda for the Day

• Awareness on the Concepts of ISO

• Clause-wise awareness on revised IMS standards
• Road map for implementation of revised IMS documentation
 Organization
• An Organization takes inputs and converts them into Outputs.
• During conversion
• Resources like material, manpower, equipment, technology etc are
used
• Value addition takes place
• So every Organization has (SIPOC)
• Suppliers who provide
• Inputs which are
• Processed and converted into
• Outputs which are delivered to
• Customers
 Organization
• An Organization has different departments to handle different
activities
• ISO uses the term “process” instead of department.
• Process approach looks at a process in a different way
• Each process is also looked in a SIPOC way
• All processes in an Organization take necessary inputs, process
them to give necessary outputs to the next process and thus a
final product/service is delivered to the customer.
• Concept of internal customer and internal supplier due to inter-
relation and interaction between the processes
 Elements of a Process
A process can be broken down into various elements

Controls

Input Output
Supplier Process Customer

Resources

Resources comprise of people, equipment, work environment,

technology, materials, measures and methods
 Process Approach
Outputs from
Outputs from
other processes
other processes

Inputs Outputs
Outputs
to A from D
PROCESS A Inputs to B from B Inputs to D
PROCESS B PROCESS D
Outputs
from A

Outputs
Inputs to C from C
PROCESS C

Concept of Internal customer and internal supplier is integral to process approach

Continual Improvement Approach

A
 Continual Improvement (PDCA) Approach
• Continual Improvement Approach is also called as PDCA
approach.
• The ISO standard recommends incremental improvement
approach.
• Sustainable improvement is possible only through PDCA
approach
 SMART Objectives

• Objectives identified at the process level or Organizational level

need to be “SMART”
• “SMART” means
• S – Specific
• M – Measurable
• A – Achievable
• R – Realistic
• T – Timebound
• Monitoring the Objectives, their analysis and evaluation based
on root cause analysis and corrective actions results in
continual improvement of the processes and Organization
 Risk Based approach
• All Organizations are exposed to risk
• Risk impact the business performance of the Organization
• Organization has to manage its risk to sustain performance
• Risk is a function of two key variables – probability of occurrence and
severity of the occurrence
• Risk= Probability * Severity
• Risk Management comprises of
• Risk identification
• Risk quantification
• Risk mitigation (implementation of risk control measures)
 Risk Identification
An Organization is exposed to risk from four sources
1. External factors that are beyond the control of the Organization
2. Internal factors that are within the control of the Organization
3. Risk due to the divergent needs and expectations of stakeholders
4. Process risk in the various processes carried out in the
Organization
Risk from the first three sources is collectively called as the “Context
of the Organization”
Context of the Organization is the current business environment of the
Organization. It is always dynamic in nature. Hence we need to
periodically review it.
System is a network of processes
External Risk

Internal Risk

Process Risk
 Our Integrated Management System (IMS)
• Our IMS comprises of
• ISO 9001:2015 Quality Management System
• ISO 14001:2015 Environment Management System
• OHSAS 18001:2007 Occupational Health and Safety Management System
• ISO 50001:2011 Energy Management System
• In 2018, revised versions of Management System Standards for
Occupational Health and Safety and Energy have been released
• OHSAS 18001 is replaced with ISO 45001:2018 Standards, which is
the first ISO standard on Occupational Health and Safety
• ISO 50001:2011 is upgraded to ISO 50001:2018 version
• The Organization needs to upgrade to the revised standards within 3
years of their release.
• Hence the need to upgrade our existing IMS documentation.
 Our Integrated Management System (IMS)
• All the ISO standards (new or existing) released / revised after
2012 follow
• Unified 10 clause High Level Structure
• Common Text and Terminology
• This makes integration of various standards more easy
• Individual management systems standard will add additional
“discipline - specific” requirements as required.
• Benefits include
• Single documentation for multiple standards,
• common internal audits and management review
• Integrated external audits
• Leading to savings on time, effort and money
 10 clauses of a ISO Management System
• Clause 1: Scope of the Management System
CLAUSES 1,2 3
• Clause 2: Normative References
GENERIC CLAUSES
• Clause 3: Terms & Definitions
• Clause 4: Context of the Organization
• Clause 5: Leadership CLAUSES 4,5,6,7 – PLAN
• Clause 6: Planning
• Clause 7: Support
• Clause 8: Operation CLAUSE 8 – DO
• Clause 9: Performance Evaluation CLAUSE 9 CHECK
• Clause 10: Improvement CLAUSE 10 ACT
 Generic Clauses of a Management System
Generic Clause QMS EMS OH&S MS EnMS
1 Scope of the Management
System
√ √ √ √
ISO9000:2015
No No No
QMS-
2 Normative References Normative normative normative
Fundamentals
References references references
& Vocabulary
ISO9000:2015
QMS- As listed in As listed in As listed in
3 Terms & Definitions Fundamentals the the the
& Vocabulary Standard Standard Standard
 Clause 4 – Context of the Organization
Sub-Clauses QMS EMS OH&S MS EnMS
4.1 Understanding the
Organization and its context
√ √ √ √
Workers &
4.2 Understanding the needs
other
and expectations of interested √ √ interested
√
parties
parties
4.3 Determining the scope of
QMS EMS OH&S MS EnMS
the MS
QMS & its Processes as identified in QMS
4.4 Management System
processes and their interaction
 Clause 5 – Leadership (and worker participation)

Sub-Clauses QMS EMS OH&S MS EnMS

5.1 Leadership &
Commitment
√
Environment
5.2 Policy Statement Quality Policy OH&S Policy EnMS Policy
Policy
5.3 Organizational roles,
Related to Related to Related to Related to
responsibilities and
Quality Environment OH&S EnMS
authorities
5.4 Consultation and
participation of workers
X X √ X
 Clause 6 – Planning
Sub-Clauses QMS EMS OH&S MS EnMS
Identification of
environmental
Identification of OH&S
aspects considering Identification of EnMS
Hazards,
Identification of a life cycle risks & opportunities
determination of legal
6.1 Actions to quality risks & perspective, that may affect energy
& other requirements,
address risks & opportunities compliance performance of the
their risks and
opportunities and actions to obligations, their Organization and
opportunities, and
address them risks and actions to address
planning actions to
opportunities, and them
address them
planning actions to
address them
EnMS Objectives,
6.2 Objectives and
Quality Environmental energy targets and
planning to OH&S Objectives
Objectives Objectives planning to achieve
achieve them
them
 Clause 6 – Planning
Sub-Clauses QMS EMS OH&S MS EnMS

Addressed in Addressed in clause 8.1 Operational

Addressed in clause
6.3 Planning of changes clause 8.1.3 Planning & Control
(change management) √ 8.1 Operational
Management of Clause 6.3 of EnMS addresses Energy
Planning & Control
Change Review

6.4 Energy Performance

Indicators (EnPI) X X X √

6.5 Energy Baseline

(EnB) X X X √

6.6 Planning For

collection of Energy X X X √
Data
 Clause 7 – Support
Sub-Clauses QMS EMS OH&S MS EnMS

7.1 Resources √ √ √ √
7.1.1 General √
7.1.2 People √
7.1.3 Infrastructure √
7.1.4 Work
environment
√ х
7.1.5 Monitoring &
Measuring resources
√
7.1.6 Organizational
Knowledge
√
 Clause 7 – Support
Sub-Clauses QMS EMS OH&S MS EnMS

7.2 Competence √ √ √ √
7.3 Awareness √ √ √ √
7.4 Communication
– Internal & External
√ √ √ √

7.5 Documented
Information –
Creating, updating √ √ √ √
and control of
documentation
 Clause 8 – Operation
Sub-Clauses QMS EMS OH&S MS EnMS
8.1 Operational
Planning & Control
√ √ √ √
Requirements for Emergency Emergency
8.2 products and preparedness and preparedness Design
services response and response
8.3 Design and
development of √ х х Procurement
products / services
8.4 Control of
externally provided 8.1 Operational 8.1 Operational
processes, Planning & Planning &
products and
√ Control Control
X
services
(Purchasing)
 Clause 8 – Operation
Sub-Clauses QMS EMS OH&S MS EnMS

8.5 Production and service provision √ х х х

8.5.1 Control of production & service provision √ х х х
8.5.2 Identification & traceability √ х х х
8.5.3 Property belonging to customers or external
providers
√ х х х
8.5.4 Preservation √ х х х
8.5.5 Post delivery activities √ х х х
8.5.6 Control of changes √ х х х
8.6 Release of products and services √ х х х
8.7 Control of non-conforming outputs √ х х х
 Clause 9 – Performance Evaluation

Sub-Clauses QMS EMS OH&S MS EnMS

9.1 Monitoring, measurement,
analysis and evaluation
√ √ √ √
Customer Satisfaction √ х х х
Quality Environment OH&S EnMS
Analysis and Evaluation
Performance Performance Performance Performance
Evaluation of compliance √ √ √ √
9.2 Internal Audit √ √ √ √
9.3 Management Review √ √ √ √
 Clause 10 – Improvement

Sub-Clauses QMS EMS OH&S MS EnMS

Non-conformity
10.1 General √ √ √ and corrective
action
10.2 Non-conformity and Add Incident Continual
corrective action
√ √ also Improvement
10.3 Continual Improvement √ √ √
 IMS Documentation Structure

To describe the overall Integrated

Management System and establish
linkages with the reference standards
IMS
Manual
To describe the individual processes in
terms who, when and how , various
Operating activities within a process are carried out
Procedures
To describe the work instructions to be
Work Instructions, followed while performing any
Annexures, Quality particular activity
plans
To describe (templates) used for
Formats / Checklists the various records being
maintained to evidence the IMS
 Roadmap for Implementation of Revised Documentation
Target Date for
S No Activity Person(s) Responsible
Completion
Review of existing IMS documentation and identify the
1 Consultant & MR
gaps
2 Preparation of OH&S and EnMS risks Registers Respective process owners
Updating Opportunities and Change Management
3 Consultant & MR
Registers
4 Updating IMS Objectives Consultant & MR
Updating IMS manual, operating procedures and
5 annexures in compliance with the revised standard Consultant & MR
requirements
6 Submission of revised IMS documentation Consultant
MR and respective process
7 Ensuring implementation of the revised IMS documentation
owners
Consultant, MR and
8 Conducting internal audit and management review
respective process owners

Visits to DHQ for interaction with Procurement, HR, IT, OSS and Marketing Processes