The keys to a good definition of context go through planning that the organization must identify and determine its internal and external context, as well as identify their expectations and opportunities, from the point of view of the three management systems that occupy us in this article. I will answer the following questions: What requirements does ISO 45001: 2018, ISO 9001: 2015, ISO 14001.2015? What do we have to take into account? Can we integrate the three documents?
The updating of the three standards allows better integration of the different management systems. We can realize that the same requirement occupies the same section in each of the rules.
What requirements does ISO 45001: 2018 ISO 9001: 2015, ISO 14001.2015?
We are going to analyze next, what specifications we must fulfill in each one of the three norms, we must distinguish the common ones from the specific ones:
According to ISO45001: 2018 (OSHAS18001)
4.1 understanding of the organization and its context
The organization must determine the external and internal issues that are relevant to its purpose and that affect its ability to achieve the expected results of its OSH management system.
ISO 14001: 2015
4.1 understanding of the organization and its context
The organization must determine the internal and external issues that are relevant to its purpose and that affect its ability to achieve the results of its environmental management system. These issues include environmental conditions that can affect or be affected by the organization.
ISO 9001: 2015
4.1 Understanding of the organization and its context
The organization must determine the external and internal issues that are relevant to its purpose and strategic direction, and that affect its ability to achieve the expected results of its quality management system. The organization must follow up and review the information on these external and internal issues.
NOTE 1 Issues may include positive and negative factors or conditions for their consideration.
NOTE 2 Understanding the external context can be facilitated by considering issues that arise from legal, technological, competitive, market, cultural, social and economic environments, whether international, national, regional or local.
NOTE 3 Understanding the internal context can be facilitated by considering issues related to the values, culture, knowledge and performance of the organization.
What should we consider?
In all three cases, we must identify all internal and external factors that affect the organization, analyzing each of the aspects that may affect the company in the different areas:
– Strategic management and quality management of the company (ISO 9001: 2015)
– Environmental management (ISO 14001: 2015)
– Health and safety management (ISO 45001: 2015
One of the tools we have to identify the internal and external factors of the organization is the SWOT matrix.
If still and so, you have difficulties to identify factors external to the organization, which are really the ones that the company can not exercise and control, you can also use the PESTEL tool.
There is another widely used and extended tool, which goes a step further, from the results obtained in the SWOT matrix. This tool is called CAME.
From my point of view, to simplify the system, I think the use of the SWOT tool is enough. If you want to do a study going deeper into this requirement, you can complement it with the other two.
Can we integrate the three documents?
The answer is yes, we can identify all the factors together. In the same document we will find some common and specific factors to each one of the management systems. In this way, all the management systems can be analyzed together, simplifying the documents, and giving a global vision of the company’s situation.
What specific factors can we find in the three management systems?
As we know in the SWOT matrix, the internal and external factors of the organization are identified, separating them into 4 groups: Weaknesses, Threats, Strengths and Opportunities. I show you some of the specific factors below (only some ideas, there are innumerable factors depending on the company):
Occupational Health and Safety Management: ISO45001 / OSHAS 18001
Weaknesses:
Obsolete equipment
Lack of identification and evaluation of occupational risks of the activity
Lack of supervision of compliance with procedures by workers
Unfavorable work environment and workplace
Threats:
Lack of individual and collective protection equipment
Lack of supervision and control of PPE
High accident rate
Fines and penalties by official bodies
Investigation of accidents by official bodies
Strength:
Reduction of work incidents and accidents
Better protection at work of workers
Standardized safety and health procedures, adapted to the reality of the work and to the workers, assimilated and applied by the workers of the company.
Cooperation of the workers of the company
Opportunities:
Trained and motivated staff
Improvement of the procedures and methodology in SST that improve the results, and that are recognized by the clients and workers.
Certification in ISO 45001: 2018 gives an added value to companies in the sector.
Priority of contracting by customers.
The clients ensure that the personnel on the part of the company that travels to perform the work in their facilities, will comply with the requirements and procedures in terms of safety and health that apply, as they are familiar and instructed from the same company. (It would be an example of works on site or in a factory).
All these factors can be reflected in the same document. When designing the document format, make it very clear, as I have detailed in this article, what are common and specific, and what applies to each system and based on what regulations. The clearer you are, the less doubt the auditor can have, and the fewer incidents you can have.
You have to take into account, and think about it when you elaborate it, that the different factors that you identify must subsequently be treated either as objectives or to evaluate the risk of them. That is, if you identify:
– Opportunities: You should analyze the risk of them. If any opportunity is feasible in the short term and the company needs or wants to execute it, it must also be established as a goal.
– Threats: The risk of them must be evaluated.
– Weaknesses: The risk of them must be evaluated.
– Strengths: in principle no action must be taken.
Therefore, when the identification of the context of the organization is approved, an analysis and evaluation of the results thereof must be carried out. This analysis and conclusions, as well as the actions to be taken, can be reflected in the Minutes of the System Review, which is a common requirement of the three management systems.
Environmental management: ISO14001
Weaknesses:
Difficulty in separating the generated waste.
Deficiencies in waste management
Deficiency of order and cleanliness generating environmental impact in the facilities of the company.
Inadequate handling of wastewater
Threats:
Increase in the price of raw materials, with which the company acquires lower quality and that may have a greater environmental impact.
Legislative changes that make good environmental management unviable
Economic fines by administrations for violating environmental legislation.
Strength:
Generate a healthy environment
Opportunities:
Certification in ISO 14001 increases the chances of obtaining new contracts.
Decrease in the use of raw materials and energy.
Increase in environmental efficiency
Reduction of costs throughout the treatment
Quality Management: ISO9001
Weaknesses:
Absence of Quality
Obsolete equipment
Threats:
New products that the customer acceptance is not known.
Deficiency in production processes, very high defect rate.
Lack of control of production costs, generating losses or few benefits.
Bad management in the control of contracting and billing.
Bad strategic decisions on the part of the Management.
Strength:
Knowledge of the market
Good product / service quality
Quality processes
Standardization and optimization of processes
Opportunities:
Automation of company processes.
Optimization of resources.
Improvement in the planning of the processes.