ISO 45001 PPE Matrix by Job Role Template

Introduction

In a world where health and the safety of employees are a priority, many organizations strive to create the safest environments possible. The establishment of an Occupational Health and Safety (OH&S) management system by companies is then necessary to achieve this goal. ISO 45001 is the international standard for OH&S, giving guidance on systems to manage workplace risks and contribute to a safe and healthy environment. Particular to any OH&S system management is the management of Personal Protective Equipment (PPE). But besides providing PPE, there is a lot that can be done in terms of managing PPE properly. A useful tool is an ISO 45001 PPE Matrix by Job Role Template, which is beneficial to not only comply with ISO but also to create the safest workplace possible.

Understanding ISO 45001 and the Importance of PPE

Before discussing a PPE matrix, first, there are a few concepts that are of essence. These are explained briefly below.

What Is ISO 45001?

ISO 45001:2018 is the world's first international standard for Occupational Health and Safety Management Systems. It aims to provide a framework through which an organization can manage and improve its OH&S performance in order to reduce workplace incidents and create a safe working environment.

ISO 45001 revolves around these basic concepts:

• Context of the Organization.

• Leadership and Worker Participation.

• Planning.

• Support.

• Operation.

• Performance Evaluation.

• Improvement.

The concepts of the standard are explained further in the following sections.

What Is Personal Protective Equipment (PPE)?

PPE (Personal Protective Equipment) can be defined as equipment designed to protect a worker from risks to his or her health or safety that the worker wears or uses. PPE includes all kinds of equipment, such as safety helmets, gloves, eye protection, high-visibility clothing, safety footwear, safety harnesses, and respiratory protective equipment (RPE).

While a lot of organizations see PPE as the primary safety measure, according to ISO 45001, PPE is the last line of defense. The standard makes a distinction in a hierarchy of controls:

1. Elimination.
   
   

2. Substitution.
   
   

3. Engineering controls.
   
   

4. Administrative controls.
   
   

5. Personal Protective Equipment (PPE).

When elimination, substitution, engineering controls and administrative controls have been exhausted, PPE comes into play in order to protect the workers against the residual risk. Personal Protective Equipment is used as a barrier between the worker and any hazard.

Why a PPE Matrix Is Essential for ISO 45001 Compliance

A generic approach to PPE is not sufficient since workers have various tasks and, therefore, various hazards. However, an ISO 45001 PPE Matrix by Job Role Template can help with complying with ISO 45001 clauses and managing PPE in an effective and efficient manner.

• Compliance with ISO 45001 Clause 6.1.2 – Hazard Identification and Assessment of OH&S Risks: In order to identify hazards and assess OH&S risks, a PPE matrix will require a deep analysis of the work environment. Specifically, it will require the identification of hazards associated with the workers' tasks that may require PPE.
  
  

• Compliance with ISO 45001 Clause 8.1.2 – Eliminating Hazards and Reducing OH&S Risks: A PPE matrix comes into play after assessing all possible control measures and determining the residual risk. As can be seen, a PPE matrix will help ensure compliance with this clause.
  
  

• Operational Planning and Control – Clause 8.1: A PPE matrix will help determine specific PPE for specific workers, which serves as an operational control.
  
  

• Competence and Awareness – Clauses 7.2 and 7.3: A PPE matrix will increase the awareness of workers regarding the PPE they should wear for certain tasks.
  
  

• Proactive Approach: Instead of a reactive approach to safety management, a proactive approach is encouraged by making sure that in case of any hazard, there is also suitable PPE worn by the worker.
  
  

• Cost-Effective: By determining specific PPE for a job, there is no need to over- or under-equip.
  
  

• No Confusion: By having specific PPE for a job, it will be clear what PPE should be worn.

ISO 45001 PPE Matrix Essential Components

An ISO 45001 PPE Matrix Template will vary depending on the company, but there are several aspects that should be included. The most important fields are as follows:

Structure and Information Fields

1. Job Role/Position: A specific job role or position will need to be determined.
   
   

2. Associated Tasks/Activities: The tasks or activities that the worker undertakes should be listed.
   
   

3. Identified Hazards: For each task and activity, all hazards that may be involved should be identified.
   
   

4. Required PPE: For each identified hazard, the required PPE should be listed.
   
   

5. Relevant Standards: The relevant standards for the PPE should be mentioned.
   
   

6. Issuance/Training Requirements: If any training is required concerning the issuance, maintenance, and use of PPE, it should be included. This might include things such as a fit test for RPE.
   
   

7. Maintenance/Inspection Schedule: The schedule for maintenance and inspection of the PPE should be included as well.
   
   

8. Notes: If any additional information should be mentioned, it could be included here.
   
   

9. Review Date and Approvals: This is essential for an ISO 45001-compliant PPE matrix, as the date of review and approvals should always be included.

The “By Job Role” Particularity

The particularity of “by job role” in an ISO 45001 PPE Matrix is crucial, as it will determine what PPE should be used for which hazard depending on the job role.

For instance, some of the most common job roles in an organization could be a welder, office administrator, forklift operator, or maintenance technician. Some of the tasks associated with these job roles could be arc welding, data entry, loading or unloading materials, and equipment repair, respectively.

Hazards associated with these tasks could be UV radiation, noise above 85 dB, falling objects, and chemical splashes, respectively. For these tasks and hazards, specific PPE should be issued to the workers, such as steel-toed safety boots (EN ISO 20345 S3), safety glasses with side shields (ANSI Z87.1), etc.

However, an office administrator would not necessarily require the same PPE as a welder.

How to Make an ISO 45001 PPE Matrix

Creating an ISO 45001 PPE Matrix follows these basic steps:

1. Define Job Roles and Tasks: Determine the different job roles within the organization. For each job role, determine the tasks and activities that they carry out.
   
   

2. Conduct Hazard Identification and Risk Assessment: For each task, conduct a hazard identification and risk assessment.
   
   

3. Apply the Hierarchy of Controls: Apply the hierarchy of controls and determine the residual risk, if any.
   
   

4. Select Appropriate PPE: Select appropriate PPE based on the residual risk.
   
   

5. Document in a Matrix Template: Fill out the matrix with the determined information.
   
   

6. Implement, Train, and Review: Finally, integrate the PPE plan into the OH&S management system, train the workers, and keep reviewing the matrix.

Each of these steps is discussed further in the following sections.

1. Define Job Roles and Tasks

The first step in creating an ISO 45001 PPE Matrix is to define the different job roles within an organization. For the job roles, determine the tasks and activities that the employees perform.

2. Conduct Hazard Identification and Risk Assessment

For each task identified in the previous step, conduct a hazard identification and risk assessment.

• Hazard Identification: For each task, identify all potential hazards.

• Risk Assessment: Determine the risk associated with each hazard. This includes determining the likelihood of the hazard occurring and the impact that it would have if it did occur. This step should be performed by those who are aware of the tasks, such as the workers who perform them.

3. Apply the Hierarchy of Controls

The standard makes a distinction in a hierarchy of controls, in which elimination takes priority over substitution, which takes priority over engineering controls, which take priority over administrative controls, which take priority over PPE.

Therefore:

1. First, make sure that there are no hazards.

2. If not, try to substitute them.

3. If not, try to implement engineering controls.

4. Then, implement administrative controls.

5. Finally, use PPE.

4. Select Appropriate PPE

Depending on the risk that was identified in the previous step, select appropriate PPE.

When selecting PPE:

• Make sure it is specific: Instead of simply “gloves,” try to specify which kind of gloves are needed.
  
  

• Make sure it complies with relevant standards.
  
  

• Make sure it fits the user.
  
  

• Make sure it is comfortable.
  
  

• Determine if more than one item of PPE is required and ensure that all items are compatible.
  
  

• Consult the workers on what PPE they would like.

It is important to note that there are various standards for PPE across the globe, so it is important to adhere to them.

5. Document in a Matrix Template

Fill out the matrix with the determined information.

6. Implement, Train, and Review

Finally:

• Implement the plan.
  
  

• Train the workers on the PPE: Training will include information on what PPE should be used, when and how it should be worn, its limitations, maintenance, and inspection.
  
  

• Review the plan on a regular basis.

Benefits of Implementing an ISO 45001 PPE Matrix

The benefits of implementing an ISO 45001 PPE Matrix are manifold:

• Enhanced Safety: Ensuring the safety of the workers.
  
  

• Compliance with ISO 45001: Demonstrating ISO 45001 compliance by showing that there is an effective PPE management system in place.
  
  

• Fewer Incidents: Having a PPE management plan in place will lead to fewer incidents and less risk to the workers.
  
  

• Less Confusion: Making it clear what PPE should be worn by whom will eliminate confusion.
  
  

• Easy PPE Management: Having a PPE matrix will make PPE management easier.
  
  

• Increased Awareness: Creating more awareness among the workers about PPE and its importance increases safety.
  
  

• Legal Compliance: In some jurisdictions, it is a legal obligation to issue the required PPE.

Conclusion

An ISO 45001 PPE Matrix by Job Role Template is an essential tool for any organization that wants to fulfill its responsibility as an employer to provide a safe working environment. By determining the job roles and associated tasks, identifying the associated hazards, applying the hierarchy of controls, determining the required PPE, and documenting it, organizations can reduce workplace risk and demonstrate compliance with the ISO 45001 standard.