Inadequate systems control
Inadequate systems control
Introduction
While root causes lead to substandard acts and conditions, they are not what start the incident causation cycle. The root causes are allowed to exist through Inadequate Systems Control.
Inadequate systems control
Control exists when the system is being managed well. Earlier in the module work was mentioned which needs to be done to manage a successful system.
This work involves:
P
O
L
C
Plan the work to be done.
Organise the work and organisational unit to accomplish the work.
Lead those doing the work
Control the process to ensure that plans are plans are changed and updated as appropriate
When these four activities are done effectively, the system should be in control. As in the Quality area, control here is analogous to control of an overall process. To be in control of the SHEQ systems, three things are needed:
- A detailed and proper management
- Proper roles, responsibilities, authorities and standards defining the work expected to be done.
- Proper compliance to roles, responsibilities and standards.
Definition
A Management System is a system to establish corporate policies and objectives and defines how those objectives should be achieved.
A proper system
The SHEQ system may be ineffective because the scope of the activities in place is inadequate. While the scope of activities varies from site to site, a great deal of experience has been gained regarding common elements in effective SHEQ protection systems. These common elements are listed in the table below.
COMMON ELEMENTS IN EFFECTIVE
SHEQ MANAGEMENT SYSTEMS
- Planning and Leadership
- Competency, Training and Communications
- Job & Operational Analysis & Controls
- Change Management
- Purchase Systems
- Work Processes and Operating Rules
- Inspections
Legal requirements and document control
- Occupational Health Systems
- Personal Protective Equipment
- Incident Investigation & Analysis
- Emergency Preparedness
- Measuring, Monitoring and Audits
- Corrective and Preventive Action Systems
- Supplier and contractor management
- Product stewardship
Proper roles, responsibilities and standards
Roles, responsibilities and standards define the work that needs to be done to manage the SHEQ system.
Definition
A standard is defined as “a measurable management performance description”.
These roles, responsibilities and standards define who is responsible for the work, what specifically is to be done and how often it is to be done. The following examples of SHEQ roles, responsibilities and standards illustrate what is intended:
- First Line Managers and Team Leaders will conduct general inspections of their areas of responsibilities once a month.
- The Site Manager will ensure that safety, health, environment and quality is on the agenda of weekly operations meetings.
- The Utilities Manager will generate a quarterly report of permit exceedances and distribute it to all middle and senior managers.
- The Safety, Health, Environment and Quality Manager will complete a monthly status report of outstanding corrective actions and communicate them to middle and senior personnel once a month at the weekly operations meeting.
- The employee Safety, Health, Environment and Quality Representative will accompany the first-line manager on monthly general inspections.
- To minimise unnecessary paperwork and administrative problems, these roles, responsibilities and standards should be focused on vital work to be done. Proper roles, responsibilities and standards are needed for proper control to exist.
Proper compliance to roles, responsibilities and standards
Having the right system elements in place and the proper roles, responsibilities and standards for performance established would all be meaningless if people do not comply with them.
Ways to measure compliance to a site’s SHEQ system and its roles/responsibilities are discussed in detail in the Measuring and Monitoring Risk Control module.
Addressing all three reasons for inadequate control is essential to ensure success.