Occupational Health & Safety Management System Software

How can Effivity help you on the journey to optimize your ISO 45001 OHSMS?

Implementation of an ISO 45001 Occupational Health and Safety Management System or OHSMS must be a strategic initiative, and the developed health & safety management system must merge seamlessly with the existing business processes of the organization. The Effivity – OHSMS module enables organizations to plan, implement, maintain and improve their OHSMS. Effivity is a comprehensive compliance management software that helps simplify the health, safety and compliance management processes across the organization. It is recognized as one of the best enterprise solutions and is known for giving clients total satisfaction. Effivity offers a state-of-the-art HSE software which is scalable, user friendly, automatic, intuitive, cost effective, updated and loved by auditors and organizations around the world. This means you need not spend time configuring and customizing features when your business expands to ensure the compliance requirements of your organization are met. It is the best way of managing, tracking and implementing the ISO 45001 standards in your business environment.

Effivity - OHSMS, the sure shot key to success with better management of occupational health and safety

Your customers, clients and channel partners need to be confident that your processes are health and safety friendly to achieve a sustainable competitive advantage. Since the complexity of business processes may result in a poorly defined OHSMS, resultant benefits may not be evident. Effivity addresses this problem by providing robust, globally proven and effective health and safety management software to implement and address requirements of the ISO 45001 standards in the most comprehensive manner.

Effivity - OHSMS helps in achieving OHSMS certification so you can manage regulations and standards effectively. Our workflow driven software enables compliance management and corporate governance in your organization. As the focus on health and safety management increases worldwide, you can’t ignore it. OHSMS certification gives you visibility and control. This is why you need software capable of offering control, reporting and documentation processing features. You can earn certification with the utmost ease and convenience.

Our software offers a comprehensive set of tools and capabilities that can handle health and safety management issues quite easily. This powerful solution can help you pass the most stringent health and safety standards. We are sure that any auditor will be fully satisfied with your health and safety standards compliance.

ISO 45001:2018 compliance with Effivity OHSMS

Our occupational health & safety software covers all modules required to achieve OHSMS certification as per ISO 45001:2018 standard.

HSE Planning

1. Perform a hazard and risk assessment for all processes and activities that could potentially pose a health and safety hazard.
2. Identify high-risk processes and activities.
3. Plan mitigation activities by preparing an operational control plan.
4. Carry out re-assessment of the tasks to identify effectiveness of the actions taken.
5. In addition, the following parameters can be configured to enable users to capture data easily and consistently:
1. Define health and safety Hazards
2. Define health and safety Health Risks
3. Define health and safety Hazard Categories
4. Define health and safety Hazard Sub Categories
5. Define health and safety Proposed Control Types
6. Define health and safety Operation Control Types

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Compliance Obligation

1. Manage all compliance obligations from a legal, statutory, regulatory, contractual, or voluntary perspective with Effivity.
2. Record current compliance status and actions if required to achieve and maintain compliance.
3. Upload documentation of relevant approvals and be reminded when renewal is due.
4. Always be in compliance.
5. In addition, the following parameters can be configured to enable users to capture data easily and consistently:
1. Define Compliance Obligation Proof.
2. Define Compliance Obligation Types

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Health & Safety Operations

1. The organisation needs to plan how it will deal with any emergency that might arise and store this plan.
2. Once the emergency plans have been defined and recorded, the plan needs to be tested on a regular basis. The results of these tests should be captured and if required, the plans should be improved.
3. When an actual emergency occurs, the emergency plan should be followed. The details of the emergency and the actions taken should be recorded afterwards, and if required, the plans should be improved.
4. Request and generate work permit.
5. Approve and manage work permits to ensure operational control as per HSE standard.
6. Extend validity or cancel work permit.
7. Hazardous material management
8. Identify, document and manage all hazardous substances in your organisation effectively through the SDS module of Effivity.
9. Generate SDS data through compilation or upload and manage SDS provided by your supplier to make SDS info available to all stakeholders whenever required.
10. Identify PPE requirements and link them to various processes.
11. Carry out PPE inspections to ensure PPE is in acceptable condition.
12. Monitor and control PPE in the organisation.
13. Generate PPE matrix.
14. Incident, injury, accident reporting
15. Emergency Response Team
16. In addition, the following parameters can be configured to enable users to capture data easily and consistently:
1. Emergency Contact Category
2. Emergency Contact List
3. Emergency Probable Consequence
4. Emergency Probable Occurrence
5. Emergency Impact Magnitude
6. Emergency Type
7. Emergency Control Type
8. Employee Category
9. Work Permit Type
10. Special Instruction
11. MSDS Type
12. Incident Category

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Context of the Organisation

1. Define the context of the organisation by establishing the aim of the organisation in terms of occupational health and safety.
2. Define the different external issues that could arise due to competition, legal framework, culture and economy, etc. and how those issues affect your organisation. In addition, list the risks and opportunities associated with each external issue.
3. Define different internal issues, such as lack of competence, low productivity and differing values. Identify how these issues affect your organisation. Also, identify the risks and opportunities associated with each internal issue. These risks and opportunities can be analyzed in the Risk and Opportunity module of the software.
4. Define the stakeholders and interested parties (an individual, a group of people, an organisation) and identify their needs and expectations. Understand how your organisation is affected when stakeholder needs and expectations are not effectively addressed. List risks associated with stakeholders and interested parties while keeping an eye on possible opportunities for growth.
5. Risks associated and captured along with internal issues, external issues and interested party concerns are available in the Risk and Opportunity module where you can take action to manage risks.
6. Define the boundaries of your OHSMS. This is the scope for which your organisation will be certified. As the standard is generic, it may happen that not all the requirements will be applicable to your organization. In this case, you can identify requirements that aren’t applicable to your organisation if the company’s capability to meet customer requirements and satisfaction is not impacted negatively.
7. Justify requirements for clauses that don’t apply.
8. Flow charts, procedures and forms relating to the context of the organisation can be captured in the Documented Information module.

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Risk and Opportunity

1. Capture risk and opportunity categories and define whether these are captured from context, processes, or products and services which affect achievement of the intended result of your OHSMS.
2. Define the activity and source where the risk or opportunity may occur.
3. Employ a predefined list of categories to define risk category.
4. Describe the risk in detail.
5. Define the impact and probability of occurrence.
6. Define how to treat the risk by selecting from a predefined list of treatments.
7. Define the suitable actions to treat the risk.
8. Identify opportunities and describe how you’re going to capitalize on them by documenting an action plan.
9. Regularly review risks and opportunities.
10. Procedures and forms relating to risk and opportunity are accessible via the Documented Information module.

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Human Resources

1. Define organisational structure and create employees, departments, roles and designations.
2. Define role, responsibility and authority for various positions and designations. Communicate via email notifications or by allowing access to relevant screens.
3. Define ideal competence for each position and designation.
4. Compare existing competence of various employees with ideal competence and identify gaps through competence evaluation.
5. Identify training needs based on competence evaluations or other inputs and create a training calendar.
6. Capture training attendance records.
7. Carry out training effectiveness evaluation using a pre and post training evaluation.
8. Upload and manage HR related policies and procedures using the Documented Information module.
9. Define, plan and track HR objectives.

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Purchasing

1. Define how to select a particular supplier for a product, service or process. Carry out an initial supplier evaluation to check if the supplier meets your business and organisational requirements. If the supplier is suitable, this module of Effivity lets the user create supplier registration records by capturing contact, product and service details.
2. A list of approved suppliers is available in a read only version for ready reference if needed.
3. Capture the re-evaluation details of each supplier by rating the supplier’s performance for a particular period against predefined parameters.
4. Define the criteria for outsourced process selection, control, monitoring and evaluation.
5. Update purchase order details from original purchase order to record orders.
6. When the ordered product, material, service or consumable is delivered, as per the incoming inspection quality plan defined in the Quality module of Effivity software, users can capture actual inspection results and accept or reject their delivery.
7. Define, plan and track purchase objectives.
8. Procedures and forms relating to purchase can be captured in the Documented Information module.

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Policy and Objectives

1. Establish a health and safety policy.
2. Define health and safety objectives for each department.
3. Define an achievement plan for each objective.
4. Define tracking for each objective.

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Documented Information

1. Define the department, document type, document name and attach related files.
2. Define retention and disposal mechanism or forms and checklist type.
3. Raise change requests for any document.
4. Define external documents by providing details like document name, department, revision number and revision date.

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Non-Conformance

1. Define the non-conformance.
2. Define the non-conformance type.
3. Define corrections.
4. Define root cause analysis.
5. Define proposed corrective actions.
6. Define actual corrective action.
7. Define verification taken.
8. Define effectiveness of corrective action.

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Internal audit

1. Define master schedule for each department to conduct internal audits.
2. Define an internal audit schedule.
3. Define internal audit reporting.
4. Non-conformances captured here will be reflected in the Non-Conformance module where action taken is captured.
5. Procedures and forms relating to internal audits can be captured in the Documented Information module.

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Management Review

1. Define management review agendas and send mail to attendees.
2. Define the discussion minutes against each agenda point.
3. Capture the actions planned during meetings.
4. Procedures and forms relating to management review can be captured in the Documented Information module.

Why Effivity – OHSMS is your best choice for ISO 45001 implementation, maintenance and certification

• Get ISO 45001 certified as fast as possible.
• We make the process cost-effective with affordable and competitive prices. Pay per user. No initial IT infrastructure expenses required.
• Effivity - OHSMS is the only ISO 45001 implementation software that offers more than ever expected from a typical OHSMS module. It is designed and developed by seasoned occupational health and safety specialists who have implemented it across numerous industries.
• As everything is electronic, you don't have to struggle with piles of papers. A smart way of implementing ISO 45001 indeed.
• Cloud-based technology increases accessibility, reliability and cost efficiency.
• User friendly interfaces for everyone.
• Technology driven approach. Manage complete process documentation, complying with international benchmarks.
• We reduce costs and time required to achieve certification.
• Manage compliance effortlessly, easily and in real time post certification.
• Our backend team is available to you 24/7 to assist and manage anything relating to process documentation, standardization, audit and compliance.
• Migrate and upgrade from ISO 45001 to ISO 45001:2018 easily, effectively and quickly.