The difference between a WHS Management System and a WHS Management Plan

At least three times a week, I'm asked to explain the difference between Work Health and Safety Management Systems (WHSMS) and Work Health and Safety Management Plans (WHSMP). In this article, we'll consider that question and more. 

We'll consider the goal they share, of establishing and supporting safe operating procedures. We'll also consider the way they address the vulnerabilities of the other, as well as the specific elements present in each. Along the way, we'll also provide links to relevant products.

Think of a modern war-zone. Somewhere, far from the combat areas, an overall strategy (or SYSTEM) is designed by Generals. Elsewhere, on the battlefield, soldiers are dodging bullets and taking action in response to orders from sergeants, lieutenants and captains. These front-line soldiers execute specific PLANS for their specific situation.  Soldiers implement the general's SYSTEMS by following the commands (or PLANS) of their immediate officers.

WHS Management Systems and Plans have a similar relationship. Let's explore this some more.

If you already know what you’re after, you can go straight to our WHS Management Systems or our WHS Management Plans. If you're unsure and would prefer to speak directly with an expert, phone 1800 304 336.

WHS Management Systems = Safe Operating Procedures From Altitude

A WHS Management SYSTEM is a corporate-level collection of documents. These documents establish the goals and structure of an enterprise's overall safe operating procedures. The System operates enterprise-wide. It shapes and informs the Management Plans that flow from it - but a system is not a plan.

To return to our battlefield analogy, systems are a drone-view of the battle taking place below. A WHS Management System, like a drone soaring high above, provides big-picture information and is guided by broader principles and vision. 

Systems are not site-specific, but they are typically industry-specific. 

WHS Management Plans = Systems Applied to Specific Locations

A WHS Management PLAN is designed to implement the system at a local and site level. 

The WHS Management SYSTEM provides a drone altitude, big-picture strategy. The WHS Management Plan guides and resources that system's implementation at a project or site specific view.

Soldiers clearing a particular street or taking a specific hill, need and see things differently from the generals watching from a drone-view, 500 metres above. Soldiers are up-close and personal with the hazards. They rely on training and resources to do their job well. They act in response to their site and situation specifics. Their on-site commanders know what their generals expect; they create situation-specific plans with this in mind.

Likewise, at a construction site or workplace, it is the Principal Contractor and their overseers that operate and implement a big-picture WHS battle plan.

Systems are big-picture. Plans are site or project specific. These are further explained below and can be viewed here.

Principal Contractors Usually Need a Management System Supported by Management Plans

For Principal Contractors, WHS Management Systems (WHSMS) and Plans (WHSMP) work together. Their shared goal is to establish, support and enforce safe operating procedures.  

A WHS Management System is typically adequate for businesses who subcontract and work under a Principal Contractor, but for Principal Contractors, systems alone are often not enough. You may need one or more plans.

Typically, businesses implement Management Plan(s) when:

1. A due diligence decision is made to implement project or site-specific plans in every location.
2. The project legally requires a WHS Management Plan to be implemented by the Principal Contractor (the legislative limit is construction projects valued at $250,000 or more). 
3. A tender or contract specifically requests it. 

Whatever the reason, both WHS Management Systems and WHS Management Plans are integral to managing safety in your business. 

How To Implement Your WHS Management System

To be effective, your WHS Management System needs to be a comprehensive organism of interacting processes, working together in pursuit of safety. 

The WHS Management System contains your policies, procedures, checklists, registers and forms that work together across your overall operations. Your WHS Management Plan sets out site or project specific expectations for everyone (including contractors), and provides the procedures, checklists, registers and forms to achieve these expectations on sites or projects. 

Effective implementation also requires:

1. Policies that comply with AS/NZS ISO 45001:2018 standard.
2. Procedures that flow from and provide a clear path to achieve the outcomes set out in the policies.
3. Checklists, registers and forms to empower and support the procedures.
4. A top-down AND bottom-up dynamic, so workers are encouraged to participate and able to suggest improvements. 
5. Documents that are easy to understand. They need technical precision, but they also need to be simple enough that all workers can read and understand them.
6. All Policies need to be read, understood and signed by all participating workers.
7. All checklists, registers and forms must be retained to establish a record of compliance (i.e. your evidence of due diligence).
8. The documents should also be used to support your continuous improvement processes.

This process begins with accessing document templates that support every requirement just listed. You can access our system documents here. Similarly, our plans make achieving your goals manageable and affordable, at a project or site-specific level. These Plans are available here.

Investing in a WHS Management System 

We explained above that your WHS Management System needs to comply with the regulatory Standard AS/NZS ISO 45001:2018. This ISO (or International) Standard has superseded the previous AS/NZS 4801:2001.

Our systems also comply with:

1. The Work Health and Safety (WHS) Act 2011, and 
2. WHS Regulations 2017.

All our system templates are easy-to-complete and customisable Microsoft Word templates. Designed for non-experts, they also include free phone and email support. 

We have prepared WHS Industry Packs (incl. the WHS Management System and typical SWMS) for an extensive range of trades, including:

• Air Conditioning
• Audio Visual
• Bathrooms
• Bricklaying
• Carpentry
• Cleaning
• Concreting
• Construction
• Earthmoving
• Electrical
• Excavation
• Garden Maintenance
• Handyman
• Internal Fit-Out
• Joinery / Cabinet Making
• Kitchens
• Landscaping
• Painting
• Plastering
• Plumbing
• Principal Contractor
• Roadwork
• Roofing
• Tiling
• Welding

WHS Management System Certification? 

"Are your systems certified?"

It's a question I often get. Unfortunately, the answer is, "No. But, for a good reason. Certified Systems can NOT be purchased!"

Systems can only be certified when being appropriately implemented by you, in your business. 

That said, if you implement our WHS Management Systems, then engage an authorised third party certifier, you should secure certification easily. We've made the process as easy as we can. 

As I explained in an old blog article, Win Your Building and Construction Tender, our WHS Management System is like an Armani suit. Wear it well and you'll probably look awesome. A certifier assesses whether or not you're 'wearing' your WHS Management System correctly.  

By the way, we're also happy to give you some 'grooming tips'.

If you implement the systems correctly, certification can follow.

Your WHS Management Plan

As already explained, the WHSMP (Plan) is site or project-specific. Required for projects of $250K and above (and sometimes for lower value ones), it is an obligation placed on the principal contractor - rather than the subbies. Sub-contractors work under and subject to the principal contractor.

Subcontractors  also provide Safe Work Method Statements (SWMS’s) to the Principal Contractor that are appropriate to the work they are performing You can access our SWMS templates here, and our discounted SWMS Industry Packs here.

You'll find our project or site-specific Management Plans listed under six labels. These include:

1. WHS Management Plan (WHSMP)
2. Environmental Management Plan (EMP)
3. Quality Management Plan (QMP)
4. Health, Safety and Environmental (HSE) Management Plan (combines the WHS and Environmental Management Plans)
5. Health, Safety, Environmental and Quality (HSEQ) Management Plan (combines the WHS, Environmental and Quality Management Plans)
6. Asbestos Management Plan (AMP)

Your Decision

We've shown that your WHS Management SYSTEM is a collection of documents operating enterprise-wide in the interests of safe operating procedures. These are corporate-level documents, whereas the WHS Management PLAN, is a resource designed to be implemented at a project or site level. 

Safe operating procedures are their shared and complementary goal. You may not need both, but they certainly work best when they are working together. Soldiers know that victory almost always requires ground troops, but they also know that a capable general saves many, many lives. Both must work together. 

Management Systems and Plans from Occupational Safety Solution are cost-effective, fully compliant, fully supported and easy to use. The feedback we receive is consistently positive. We have good reason to be confident - and so do you! Your investment is one that:

• Saves time, 
• Saves lives, 
• Wins tenders, 
• Satisfies regulators, 
• Improves margins, and 
• Spares you from many nightmares of regret!  

You can view our Systems here and our Plans here. Alternatively, you can use the individual product links provided above. If you’d like to speak to us directly, feel free to call 1800 304 336. Your questions matter, so you won’t be talking to a cue-card reading off-shore telephonist.