Safety Design Review Process: Audit, Documents, Records, Interviews, Observation And Ratings

Describe the Safety Design Review Process.

Audit for the safety management systems

Occupational health and safety management system

The documents on fire and safety at Advanced Fire Systems INC include the brochures and booklets on the health and safety measures while dealing with fire related activities. The services users are provided with an access to these documents for enriching their preconceived skills, knowledge and expertise on the aspect of fire and safety (Osha.gov, 2018). The brochures are available in English, Spanish, Vietnamese and other languages. The other documents include the posters, enhancing the awareness of the public regarding the precautions, which they need to take while dealing with the fire related activities. The documents of health and safety also include laminated Quick Cards, consisting of the information on health and safety measures in the workplace. The precise format of the cards helps the clients and the customers to gain the basic information about occupational health and safety.

Along with this, mention can be made of Quicktakes, online newsletters, which provides latest information to the clients about the initiatives towards safeguarding the personnel from the workplace hazards. Apart from this, the documents also include pre-incident plans, which are prepared by fire service department for assisting in the emergency operations (Brauer, 2016). Within this, emphasis is laid on specific facilities like safe operating procedures and job hazard analysis.

The records maintained in the organization consist of the workplace injuries and illnesses. Along with this, it also includes the steps taken for curing the diseases and injuries. Along with this, the records also involve the agencies, which are contacted for developing effective healthcare services for the fire fighters injured. Along with this, the records also consist of employee and employers’ approach towards the health and safety measures. One of the major component of the records is the compliants filed by the victims. Records also involve the emails sent by the organization to the clients for upgrading the standards and quality of the healthcare and safety measures and equipments. Minutes of the safety measures are also recorded for developing quality policies (Malsane et al., 2015).

Records also involves mishap logs, which helps in assessing the intensity of the hazards and the impact, it creates on the productivity of the organization. The audit reports are accounted as an integral part of the record keeping activities. These reports are sent to the higher authorities for gaining an insight into their approaches towards the proposed plans. Occupational Health and Safety Administration reports also included within the records. Inspection reports are recorded for upgrading the investigations of the health and safety measures. Risk assessments and training records are one of the other materials, which are recorded.

Management personnel, supervisors and fire fighters are interviewed for gaining an insight into their approaches towards the health and safety measures (Spinardi, 2016). Along with this, the fire fighters are also interviewed for assessing their role with the development of the health and safety measures. The responses of the managers are considered for examining the initiatives for ensuring the wellbeing of the fire fighters.

Experiments are conducted by the organization for observing the terms and conditions, which prove essential for the developing the health and safety measures. For this, foreign experts are hired, which proves beneficial in raising the standards and quality of the safety measures. After the development of the systems, their functions are observed and tested for assessing the impact on the business operations. These results are tracked for measuring the changes, which are needed for enhancing the standards and quality of the health and safety (Kontogiannis, Leva & Balfe, 2017).

Important Documents

The element of occupational health and safety at Advanced Fire Systems, INC can be rated as World Class. This is because, it adheres to the OHS guidelines and directives, assisting in the projection of a world class performance.

2. Occupational health and safety policies

In this case, the primary documents include signed approval from the National Office. Signed approval and review from National Labor Management Steering Committee is also one of an important document. The manuals, consisting of the policies and procedures is accounted as an important documents within the business of Advanced Fire Systems INC. As per the opinions of Hollnagel, (2018) mention can be made of Field Staff Exposure Monitoring, which enhances the awareness towards the initiatives towards improving and upgrading the standards and quality of health and safety.

The records for the health and safety policies at Advanced Fire Systems INC include the extent to which they comply with that of the OPM guidelines. Within this, stress is laid on the tracking the approach of the fire fighters towards handling of the emergency situations. Monitoring the treatment provided to the fire fighters is an essential components of record keeping policy in the organization. Planning for advanced action towards the emergency situation is also an integral part of the record keeping activities. Along with this, the policies towards the leaves are also included within the tracking records. The outcomes of Homeland Security Policies are also recorded for developing effective measures for enhancing the standards and quality of the health and safety (Buchanan & Abu, 2017).

The employer is interviewed for assessing their familiarity with the equipments. The responses helps in measuring the approach towards handling the equipment, adherence to the policies and practices and aligning with the purpose and isolation of the energy control. Survey questionnaires are followed for gaining an insight into the approach of the employers and the fire fighters towards the health and safety policies.

The Field managers observe the performance of the organizational personnel towards the execution of the field activities. Here, special emphasis is laid on the hazards and injuries, which might arise in the workplace (Boyle, 2015). Experiments like measurement of the air quality, noise exposure are conducted for assessing the intensity of these risks.

The occupational health and safety policy can be rated as strong, as it conforms to the guidelines and directives. However, there are certain gaps in the planning for the policies. This is because, the personnel of Advanced Fire Systems INC lacks strategic approach.

3. Responsibility and Authority

Fire Code is one of the major documents of fire safety in United States. The state or the local jurisdiction enforces the fire prevention officers to maintain the secrecy of the code. Within this, assistance is gained by the municipal fire departments. Along with this, the manual regarding the public health and safety is an essential document. Brochures are levied to the clients for enhancing their awareness about the fire prevention programs (Flin & O'Connor, 2017). Approval from the United States Fire Administration is needed in terms of averting the illegal instances. Mention can also be made of the Fire Safety Plan, which gains an important position within the documents.

Record-keeping

Responses from Fire and Rescue Authorities are recorded by Advanced Fire Systems INC in terms of ensuring whether the activities are executed according to the levied guidelines. Within this, legislative requirements are crucial, especially Fire and Rescue Services Act (2004). The responsibilities include extinguishing fires in the surrounding areas, protecting the life and the property during the events in the areas. Along with this, records regarding protection of the traffic congestion and other emergencies are also maintained. This is in terms of reviewing the proposed plans and procedures. Kouabenan, Ngueutsa and Mbaye, (2015) states that information related to the risk assessments are also recorded for catering to the health and safety of the fire fighters.

Fire Safety department personnel are interviewed by the organization. This is in terms of upgrading their knowledge on the latest modifications made in the measures of occupational health and safety. Occupational Health and Safety Manager is interviewed, which provides an insight into the initiatives taken towards enriching the safety measures for the fire fighters.

The performance of the fire fighters is observed by the employers. As a matter of specification, inspection is carried out by the investigators for assessing the capability of the fire fighters in adhering to the directives. For this, drafts are sent by Advanced Fire Systems INC to the higher authorities regarding the performance of the fire fighters (Atkin & Brooks, 2014).

Responsibilities and authorities in case of Advanced Fire Systems INC can be rated as moderate. This is because the policies and practices do not address the major elements

4. Employee participation

Documents

• Employee records, consisting of the personal details of all the fire fighters
• Brochures displaying the responsibilities of the fire fighters
• Reports related to the awareness of the fire fighters about the occupational health and safety measures
• Involvement of the fire fighters in the health and safety activities
• Online access to the fire fighters regarding the health and safety measures (Hunter, 2017)

Records

• Attendance
• Meeting minutes
• Formal reports on programs
• Revisions and updates on policies and programs
• MOC form
• List of the employees involved in implementation of the health and safety policies
• Participation date
• Overview of employee participation (Lutchman, Ghanem & Maharaj, 2016)

• Employees
• Employers
• Supervisors
• Inspectors
• Quality analysts
• Suppliers
• Manufacturers
• Distributors

Supervisors of Advanced Fire System INC are entrusted with the responsibility to track the performance of the team members. This observation helps the supervisors to report about their progress to the higher authorities. The draft of the report is assistance for the managers in terms of estimating the intensity of the potential risks, which might arise in the process of executing the allocated tasks (Atkin & Brooks, 2014). This estimation is further assistance regarding planning for safety measures for the clients and the employees.

Employee involvement in case of Advanced Fire System INC is world class, as systematic approach is followed in executing the health and safety operations. 

5. Review process and assessment

• Architectural drawings
• Structural drawings
• Mechanical planning
• Architectural planning for landscaping
• Fire protection drawings (Flin & O'Connor, 2017)

• Inspection findings
• Responses of the stakeholders, shareholders and clients
• Details of peer review
• Legislative requirements
• Assumptions of the architects

Stakeholders and shareholders are interviewed for gaining an insight into their response towards the planning. Presentations are held at Advanced Fire System INC for briefing the clients about the architectural drawings related to fire, health and safety measures (Wang et al., 2015). Involvement of the fire fighters proves beneficial in terms of gaining their approach towards the proposed plans.

The clients and the inspectors observe the review process of Advanced Fire System INC. This is through the means of personal visits and social media. Based on these inspections, suggestions are proposed for the effectiveness, appropriateness and feasibility of the safety measures.

The review assessment process of Advanced Fire System INC is strong, as it is executed according to the directives. However, there might be some gaps in the action plans, which are modified through strategic planning (Hollnagel, 2018).

6. Management of change

Documents

• MOC forms
• Approval letter from Process Safety Program Manager
• Pre-Startup Safety Brochure
• Process safety information
• Operating procedures
• Mechanical Integrity information
• Process Hazard Analysis (Spinardi, 2016) 

Records

• Budgets for safety measures
• Construction design
• Operation Utility plans
• Claims of the supervisors

Interview

• Director
• Engineers
• Supervisor
• Facility manager
• Safety officer
• Process Safety Officer Manager
• Employees (Brauer, 2016)

Observation

• Response to proposed changes
• Response to emergencies
• Covered process
• Replacement
• Permanent changes
• Pre-Startup Safety Review
• Hazard assessment
• Temporary change

Rating- World Class

Advanced Fire System INC has flexible occupational health and safety management system. The world class rating is appropriate, as the documentation is executed according to the health and safety directives. Drafts of the health and safety policies are send to the higher authorities, which helps in averting the illegal incidents (Osha.gov, 2018). Consciousness towards the responsibilities enhances the reputation of Advanced Fire System INC in terms of catering to the safety of the employees. In the review process, employees are involved, which is a wise step in terms of gaining an insight into their approach towards the planned safety measures. Survey and feedbacks helps the personnel of Advanced Fire System INC to assess the intensity of the risks, which the clients and the customers might face while accessing the safety measures. The managers play an important role in seeking changes within the health and safety operations. Theoretical consideration in this aspect would help in gaining positive results towards the safety of the employees like fire fighters (Spinardi, 2016). 

References

Atkin, B., & Brooks, A. (2014). Total facility management. John Wiley & Sons.

Boyle, T. (2015). Health and safety: risk management. Routledge.

Brauer, R. L. (2016). Safety and health for engineers. John Wiley & Sons.

Buchanan, A. H., & Abu, A. K. (2017). Structural design for fire safety. John Wiley & Sons.

Flin, R., & O'Connor, P. (2017). Safety at the sharp end: a guide to non-technical skills. CRC Press.

Hollnagel, E. (2018). Safety-I and Safety-II: the past and future of safety management. CRC Press.

Hunter, C. (2017). Fire safety solutions. Aluminium International Today, 30(2), 40-41.

Kontogiannis, T., Leva, M. C., & Balfe, N. (2017). Total safety management: principles, processes and methods. Safety science, 100, 128-142.

Kouabenan, D. R., Ngueutsa, R., & Mbaye, S. (2015). Safety climate, perceived risk, and involvement in safety management. Safety Science, 77, 72-79.

Lutchman, C., Ghanem, W., & Maharaj, R. (2016). Safety management: A comprehensive approach to developing a sustainable system. CRC Press.

Malsane, S., Matthews, J., Lockley, S., Love, P. E., & Greenwood, D. (2015). Development of an object model for automated compliance checking. Automation in Construction, 49, 51-58.

Osha.gov (2018), United States Department of Labour: Fire Safety, Retrieved 27^th Nov 2018 from https://www.osha.gov/SLTC/firesafety/standards.html

Spinardi, G. (2016). Fire safety regulation: prescription, performance, and professionalism. Fire Safety Journal, 80, 83-88.

Wang, S. H., Wang, W. C., Wang, K. C., & Shih, S. Y. (2015). Applying building information modeling to support fire safety management. Automation in Construction, 59, 158-167.