2024 – Module 2: Management Systems Integration and Coordination

Expectations

2.1 Each participating organization must appoint an executive sponsor/owner for the SHMS. In addition, each site location must have the most senior person designated as responsible for the location’s implementation and conformance with the SHMS.

2.2 A company safety, health, and well-being policy must be accessible and communicated to all employees.

2.3 A document retention schedule must be defined, documented, and followed.

2.4 All permits, procedures, and key processes must be documented and available to the workforce.

These videos are from the 2021 handbook modules and are applicable to the new modules.

Management Systems Integration and Coordination Overview

Organizations should define and budget the financial, time, and personnel resources necessary to develop and maintain the SHMS. An important part of an overall SHMS is integration with other organizational systems and departments, such as mine planning, operations, maintenance, contract management, human resources, purchasing, and information technology. A key part of these integrations and coordinated implementation is commitment from senior management to ensure leadership and resource support to actively manage and grow the system. A sponsor at the organization’s executive level is also important to help this integration.

Documentation of the various programs integrated into the SHMS is necessary to ensure the system’s continuity. It helps operationalize the system from text to practice, balancing the practical and legal needs for documentation with the resources required to support it. This documentation can also serve as evidence and evaluation of the system’s impact on safety and health.

One tool that can be applied to help coordinate the system is the RACI matrix (i.e., Responsible, Accountable, Consulted, and Informed). The RACI stands for the four roles of stakeholders in developing and managing any system-based project. In other words, the RACI can function as a role and responsibility assignment chart that helps in the planning and execution of each task, milestone, or key decision in the system.

Resources

2.1

• OSHA – Safety Management, Management Leadership

2.2

• SafeOpedia – Safety Manager
• SafeOpedia – Improve Your Company’s Safety Program

2.3

• https://www.uschamber.com/co/start/strategy/how-long-to-keep-business-documents
• Shredall SDS Group – Document Retention Policy: Legal Requirements Guide

2.4

• The Workstream – Guide to Process Documentation
• Mural – 9 Steps and Examples of Documentation Process