Differentiating between a SHE File and a SHE Plan
- November 10th, 2009
There is a common misperception that the SHE File and the SHE Plan is one and the same thing. This is incorrect. The SHE Plan forms part of the SHE File and therefore the content of the two is different.
A SHE File should consist of the following in terms of content (guideline only):
1. Planning
- Site Plan Schedule
- Safety Plan
- Fall Protection Plan
- Safety Specification
2. General Admin Requirements:
- Common Vocabulary - A typical list of abbreviations used.
- Notification to Dept. of Labour - Notification to Dept. of Labour required within 7-days of award of contract.
- Company Safety Policy - To be signed by the CEO.
- Organogramme - Generic version included as a guideline. Site specific organizational structures are recommended.
- Site Start-up Checklist - A guideline on items to be considered when starting up the construction site and activities.
- Schedule D - Notice in Respect of Machinery.
- Site Safety Rules - Used to induct all new employees on site.
- Safety Induction - Used to induct all new employees on site.
- Toolbox talk proforma - This is a blank format of the toolbox talk.
- Ten Commandments of Safety - A brief list of rules to abide by. Used for awareness and induction.
- Emergency Tel. Numbers - Must be completed at site level for the emergency services within the area.
- Hot work permit - Any work involving open flame, welding etc, in explosive environments or confined spaces requires an assessment of the conditions and a permit to proceed to ensure all the necessary safety precautions have been considered.
- Formwork repair guide - To be read in conjunction with the scaffold inspection appointments and should be referred to when inspection scaffolding.
- Lock-out request form - Work required on equipment whether electrical charged or mechanical in operation, requires and assessment and permit where the risk of being put in motion may be undetected, then the lock-out is required.
3. Appointment Documents
- Legal & Other Appointments applicable to your site and area of operations
4. Risk Assessments
- Risk assessment proforma
- Site Risk Identification sheet
- Planned Job Observation
- Hazardous Task Identification
- RA Training attendance
- Risk Assessment Road Map
- Example of Risk Assessment
- Example of Hazardous Task Identification
- Example of Site Risk Identification
5. Training
- Training Needs Analysis
- Training Attendance Register
- Training Certificates
6. Health & Safety Committee
- Site Safety Personnel
- Safety Committee Agenda
- Meeting Attendance Register
- Safety Committee Minutes
7. Registers
- Registers applicable to the site operations
8. Hazardous Substances
- HAZCHEM Schedule
- MSDS as per Hazardous Chemical used
9. Road Management
- Traffic Officer
- Stop go Operator
- Flagman
10. Incident Management
- Incident Reporting Procedure
- Letter of Good Standing
- Employers report of an Incident
- Resumption Report
- Annexure 1
- Internal Incident Investigation Form
- First Aid Register
- PPE Register
- Weekly Site Statistics
11. Emergency Planning
- Emergency Plan
- Evacuation Procedure
- Evacuation Alarms
- Emergency Planning Name List
- Emergency Planning Practice Report
12. Contractors & Sub-contractors
- Agreement with Mandatory
- Project Manager
- Construction Work Supervisor
- Safety Representative
- First Aider
- First Aid Agreement with Principle Contractor
- Deviation Report Register
13. Audit Checklist
- Audit Schedule
14. Mine Health & Safety Act Requirements
- Project Manager
- Production Supervisor
- Plant Manager
- Blasting Manager
- Engineer, etc.
You will see there is a slight overlap between the two; however the Safety Plan is much more condensed than the Safety File. It is almost as if the Plan is an executive summary of the File - although this can be misleading.
A SHE Plan however consists of the following in terms of content (guideline only):
1. Introduction
2. Reference Documents
3. Definitions
4. Responsibilities
5. Objectives and Targets
6. Planning and procedures
7. Implementation of the Occupational Health and Safety Specification
8. Application of the Health and Safety Specification
- Compensation for Occupational Injury and Diseases
- Occupational Health and Safety Policy
- Hazard identification and Risk Assessment
- Health and Safety Committee
- Health and Safety Training
- General Record Keeping
- Incentives
- Penalties
- Emergency procedures
- Hazards and Potentially Hazardous Situations
- Personal Protective Equipment and Clothing
- Safety Signage
- Permits
- Contractors and Suppliers
9. Health and Safety in Practice
- Excavations
- Demolition
- Explosives and Blasting
- Stacking of materials and housekeeping
- Hazardous Chemical Substances
- Asbestos
- Plant and Machinery
ANNEXURES
a. Health and Safety Policy
b. Hazardous Task Identification
c. Risk Assessment
d. Induction
e. Toolbox talk
f. Audit Schedule
I trust that the difference between the two has now been identified and wish you the best in implementing and maintaining your day-to-day health and safety management system towards zero incidents and harm.
_________________________________________________
Health and Safety Plan Development Workshop:
Advantage A.C.T has now launched a 3-day workshop called How to Develop a Health and Safety Plan. This workshop will be held a number of times during this year. Please follow the link for more details.
54 Responses to “Differentiating between a SHE File and a SHE Plan”
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November 10th, 2009 at 1:45 pm
Hi Christel, after reading up on your articles, I wondered if you would mind to point me in the right direction. Our company opened their new premises in JHB and recently in Umhlange KZN. We are planning to move into the new premises in Cape Town during 2010.
We now need to internally identify and educate a dedicated person to be responsible for health and safety for the company on a national level.
Your imput will be grately appreciated.
Thanx Luther
November 11th, 2009 at 12:14 pm
Hi Luther
I am sending a proposed career-path/qualification process to you.
Regards Christel
November 13th, 2009 at 10:26 am
Hi there
Can you please help me with the Contractors’ Health & Safety File contents info. I only have but a little info on these. I am expected to finalise the file documentation process before the end of November 2009. I want to do it correctly this time around.
Regards
Helen
November 16th, 2009 at 10:52 am
Helen,
I suggest you contact your local Master Builders in your area, as we have a comprehensive Health and Safety System designed for the contractor in mind that is easy to use and implement.
regards,
November 16th, 2009 at 11:30 am
Hi Christel,
I am currently in the deep end with regard to OHS&E. Is it possible you can assist me with the career path feedback that you gave to Luther (1st comment). I will certainly have to follow the same guidelines.
Kind regards.
November 17th, 2009 at 6:46 am
Hi Christel, What would be the correct approach to building an OHS file for guest houses? Thanks for the helpful site!
November 17th, 2009 at 7:26 am
Hi Basjan
Have a look in your inbox.
Regards Christel.
November 17th, 2009 at 8:07 am
Hi Christel. In your latest H&S Advisor it states that teambuilding injuries are not covered under COID, but I have a communication from the CC dated 2008, where they do accept teambuilding injuries. If you would like to have a copy you can contact me.
November 17th, 2009 at 9:33 am
Hi Madre
Thank you for the compliment. I have sent a suggestion to your e-mail. Regards Christel.
November 17th, 2009 at 9:35 am
Hi Hettie
I have requested a copy from you - thank you for the comment. Regards Christel.
December 1st, 2009 at 1:42 pm
Hi Christell. I find your SHE File and SHE Plan just what the doctor ordered. Is it enforced by law ? Like the Health and Safety plan of the OSH Act, 1993. Construction Regulations, 2003. Sections 5. Please I’m looking for a generic outlay of a construction site plan regarding safety and health. Any extra information would be appreciated.
Regards
Willem
December 1st, 2009 at 2:58 pm
Hi
Thank you. No - it is not enforced by law. I will send additional info regarding the site construction plan to you. Regards Christel.
December 4th, 2009 at 11:38 am
Hallo Christel
We are a small Company I need to create a SHE file were can I get all the Docs like (Site supervisor)
Regards
Cobus
December 6th, 2009 at 6:40 pm
Hi Cobus
Thank you for the comment. I am sending you some information. Regards Christel.
December 7th, 2009 at 3:19 pm
Hi christel,
could you please, help me to make in place a list of questions for an interview to recruit an HSE Manager in our company.
THANKS.
December 8th, 2009 at 12:09 pm
Hi Christel,
May I request the same career guidance as the above persons?
Am currently working in the petroleum industry, but I do not have any any HSSE qualies… I am looking at a 5-year plan for myself… thought I would start up with SAMTRAC, but that all depends on the finances.
Best Regards
Les
December 10th, 2009 at 8:57 am
Great to see that South Africans are committed to an effective and comprehensive safety systems.If we look back safety was only important at mines but over the past years it has evolved in both the manufacturing and commercial sectors.Keep up the good work.
December 10th, 2009 at 10:58 am
Hi Riadh
I have a checklist of questions that I am sending to you. Important questions to include additionally are:
- how many years of experience in HSE & which industries?
- formal and informal qualifications in HSE & though which institutions?
- auditor qualifications & experience?
- understanding of risk management methodology?
- legal qualifications (informal) & experience - NOT ONLY the OHSAct?
- the standard SWOT questions?
- how he/she interacts under pressure & deals with meeting deadlines?
- people skills especially communication skills & handling conflict?
- experience in putting an HSE plan together?
- eperience in managing a budget?
Hope this helps. Regards Christel.
December 10th, 2009 at 11:12 am
Hi Les
I will send with pleasure. We are the only company in S.A. that offers SHEQ career-path development from ZERO to Masters and MBA in H, S, E & Q and our courses such as SHEQMAN receives unit credits towards these qualifications - they are also Internationally recognised. I hope I am talking to another successful Masters or MBA client? Regards CHristel.
December 10th, 2009 at 11:28 am
Hi Angelo
Thank you for the compliment - it is much appreciated.
Regards Christel.
December 29th, 2009 at 3:06 pm
Hi Christel,
May I request career guidance to help to me in the future to be HSE Manager. I’m currently working in the petroleum industry with an exp of 9 yrs, but I don’t have any HSE qualification,I am looking at a 2-year plan. I reason I said 2yrs is because I’m currently doing Bcom so maybe the are certain courses that can add value to compliment the Degree.
January 7th, 2010 at 10:38 am
Hi Christel,
May I request the same career guidance as the above persons?
Regards
Mashel
January 7th, 2010 at 12:37 pm
Hie.
Do you haveppen to have sample SHE Plan document either in word or dpf file. I want read the document and see how the points you gave us are actually put across and formulated. Should i need to develo one.
Your assistance will be highly appreciated.
Kind Regards
Mashel
January 11th, 2010 at 10:41 am
Hi Mashel
Refer to the e-mail I sent to you, please. Regards Christel.
January 11th, 2010 at 10:42 am
Hi Mashel
I have sent the career path development suggestions to you. Regards Christel.
January 11th, 2010 at 12:45 pm
Thank so much for the information.
Rgds
Mashel
January 11th, 2010 at 4:10 pm
Hi
Always a pleasure. Regards Christel.
January 12th, 2010 at 9:17 am
Hi Christel
Could you please send me the career path mentioned above.
Many thanks
Chris
January 12th, 2010 at 9:22 am
Hi Christel,
I am currently employed as a SHEQ Administrator. However, there is no scope at my current company.
I have almost 10 years experience within the SHEQ field and would appreciate a role where I can help with the implementation of SHEQ and ISO systems at companies.
I would really appreciate it if you perhaps know what direction I can take to be able to set these goals in motion.
January 13th, 2010 at 6:19 pm
Hi Bernadine
You have a very good base to start from. There are basically three directions to choose from: SHEQ Manager; SHEQ Auditors or SHEQ Facilitator. Each one will take you in a totally different direction so you need to make sure which one is for you. I am sending you the careeer-path development for the first two. Regards Christel.
January 13th, 2010 at 6:21 pm
Hi Chris
With pleasure. Regards Christel.
January 28th, 2010 at 9:27 pm
hi christel my son started in H&S environment but needs direction. seen 1st comment. could you please assist? (proposed career-path/qualification process) the courses that you do? dates & venues please? thank you for a very informative site.
Regards
January 29th, 2010 at 9:03 am
Hi Marlize
I have sent you the career-path documents. Kindly make your choices and I will then forward the detailed course product sheets to you. Good luck - Christel.
January 30th, 2010 at 12:23 am
thanks for this guideline,but isnt there more detail you can add to it?im new to safety,im 21 with a year experience,ive been wanting to make my own safety file because i see some jobs expect you to be able yo make a file,so further details would be helpful.another thing is im not sure what courses i should do,now i only got a Modern SHEQ/Risk Management through IRCA.but it seems NOSA the only place thats recognized even though IRCA got good courses aswell.so please,advice needed!thanks for the great site,i look forward to learning from everyone!
February 3rd, 2010 at 11:27 am
Hi Christel
I am now working for a road construction company and need some guidelines in terms of the appointment of managers. can you advise on this.
regards
Alfeus
February 3rd, 2010 at 1:51 pm
Hi Trevlyn
Thank you for your enquiry. I am seinding you some career-path options. The above insitutions are NOT the only people to use. We are the leader in career-path development and training currently in S.A. and the only institution that takes you up to Masters and MBA in SHE. Keep an eye on your personal e-mail inbox, please and good luck. Christel.
February 3rd, 2010 at 1:53 pm
Hi Alfeus
Would this be the legal appointments you are refering to and would it be mining or industry? Once you give me this information I will be able to assist you more effectively. Regards Christel.
February 3rd, 2010 at 2:37 pm
Hi! Christel,
You are an angel, and i feel so lucky to have met you in person (Student: SHEBA - June 2006).
You are my inspiration.
Regards,
Catherine
February 3rd, 2010 at 3:23 pm
Hi Catherine
I am just glad I can help. THank you for the compliment - it is really appreciated. Regards Christel.
February 3rd, 2010 at 6:15 pm
Hi Christel
Im really passionate about safety and I have just registered to do my samtrac. Can you please send me that career path development. I have no real experience in safety, could you recommend an action plan once I have finished my samtrac please. Its very hard to get work with no experience. Looking forward to your reply.
Regards
Durwin
February 4th, 2010 at 2:02 pm
Hi Christel
Firstly, thank you for a very informative and helpful site!
With regards to your reply to Willem on December 1st, can you also send me info regarding the site construction plan?
Thanks again
February 4th, 2010 at 3:24 pm
Hi Christel
Can you help with information on hygiene safety i.e. butchery. I am busy creating a new she plan and file for a supermarket/warehouse
Regards
Odette
February 5th, 2010 at 11:26 am
HI Zane
I have sent the information. Thank you for the compliment. Regards Christel.
February 5th, 2010 at 11:27 am
Hi Durwin
I have sent you detailed information up to Masters and MBA in SHE which I believe would set you right towards International Career-path development. Good luck. Christel.
February 12th, 2010 at 7:02 am
Hi Christel
I’m new to your site, and what a helpfull site!
I would appreciate it if you could share the same career guidence with me as requested by some. I would like to see if I’m on the right track.
Much appreciated.
February 15th, 2010 at 9:30 am
Hi Christel,
We also need to train a dedicated person within our company. Would it be possible to forward me the information that you have sent Luther in your first entry (comment). Your assistance would be greatly appreciated.
Thanks, Willem
February 15th, 2010 at 10:37 am
hey christel…im 21 yrs old and very interestd in persuing a future wid safety…could u pls send me that career Path development plan and foward me da price plans and courses offered..also on completion of the courses do url outsource ppl to recruitment agencies..safety is a great field to get into but if you have no experience in a related field hows da odds of getting a job..ur co-operation wil b gladly appreciated
February 18th, 2010 at 3:09 pm
Hi Juan
I sent you the requested information. Good luck. Christel.
February 18th, 2010 at 3:11 pm
Hi Willem
I am glad to be abe to help. I have forwarded the information to you. Regards Christel.
February 18th, 2010 at 3:13 pm
Hi Yateen
I started out in this discipline when I was your age. It is one of the best decision I have ever made.I have sent you some career-path options. Good luck. Christel.
February 18th, 2010 at 3:18 pm
Hi Odette
A unique environment in which you operate. I had to do some research to give you an answer. This is what I found (Only available in Afrikaans - hope it helps):
Ek weet nie spesifiek van die SHE Plan of File nie maar ons doen die volgende insake higiene veiligheid Ons het die internasionale Weefselbank standaard se riglyn gevolg insake die ISO klassifikasie van ons skoonkamers en die gradering gedoen mbv. dust particle counts.
Ons het ‘n Omgewingsmonitering program in plek waartydens lugkiemtellings en oppervlakdeppers in ons skoonkamers 3-6 maandeliks geneem word vir mikrobiologiese groei monitering. Ons voldoen hier aan Ampath se riglyne vir ‘n operasiesaal(teater) Ons doen mikrobiologiese kwekings op die weefsel om organisme groei te bepaal voor verwerking, tydens en na die steriliseringsproses.
Ons het ‘n diens en skoonmaak skedule vir ons sentrale lugreeling Gebruik voorgeskrewe skoonmaakmiddels (disinfectant).
Opleiding van personeel en skoonmaker insake korrekte skoonmaaktegnieke Opleiding aan personeel insake korrekte PPE Vloeidiagram van produkte om oorkruising van skoon en vuil te voorkom Skoonmaak skedule van skoonkamers, vrieskaste
Al werk on met ‘n band saag wat dit laat lyk soos ‘n “butchery” probeer ek om die standaard van ‘n operasiesaal te handhaaf. Die verskil is in teater werk hulle steriel en ons werk net chirurgies skoon. (I would like to thank Riana for her assistance with this answer).
Regards Christel
February 19th, 2010 at 11:59 am
Hi Christel
Can you please assist me with information regarding the standards for staircases and stairways. I can’t find anything in any of the regulations.
Your help is much appreciated!
Regards
Juan
February 24th, 2010 at 10:58 am
Hello,
I would just like to know :
How do we report unsafe conditions?
How do I go about (anonymously) reporting contractor that are working unsafe,
Contractors working on an Anlgo site whom do not even have a safety system in place,
Contractors whom are not implementing ANY safety system, and whom are not even meeting the minimum safety requirements of Anglo platinum!?
I believe that Safety is number one? I can’t see how these contractor were even awarded a tender without even a complete SHE file or even any safety documentation. If all these safety systems are not in place, how can they be expected to work safely, how do they intend to prevent any incidents and accidents!?
Please help me…
March 9th, 2010 at 12:53 pm
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