Report title:

Not compliance to the safety regulations at workplace.

To:

The Managing Director

GoodNite Matress Sdn. Bhd.

Written by:

Fariza binti Mohd Tahir

Occupational Health Manager
Student ID: xxxxx

Submission date:

Xx November 2012
1.0 Introduction.

Safety comes first. We normally see these words appended on a notice board in
areas where there are building constructions in progress, wet floor, manufacturing
factory, loading areas, high voltage power generator and many other applicable
areas. The purpose of this signage is to warn whoever been within those areas to
always be cautioned of their own safety. Reason being, those areas normally have
heavy machines running, sharp materials lying around, slippery or could also
contain toxic chemicals that are bad for their health.

The purpose of this report is to highlight on my observation on activities that did

not comply on our companys safety regulations policy happened around Material
and Handling Department. Based on that, there are corrective actions
recommended to be taken to address this issue, the cost implication and benefits
we can obtain from it.

2.0 Issues and background.

During my recent visit to the Material and Handling department in our factory, it
was discovered that the operators did not adhere to the safety guideline while
performing their works. The non compliance incidents spotted are as listed
below:

2.1 Uniform.
Few workers did not wear the safety jacket or uniform that has been given
to them. This jacket provides them protection against chemical substance
spill out, also to distinguish them from other line workers.

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2.2 Safety helmet.
There are a number of workers in that area who did not wear the safety
helmet. Failure to wear safety helmet will expose them to the possibility
of getting serious head injury in a case of any material fall on them or their
hair being sucked into the running machine. There is no warning sign that
safety helmet must be worn within that area.

2.3 Gloves.
Gloves were not worn. Failing to wear gloves can expose their skin to
direct contact with corrosive chemicals or sharp objects.

2.4 Safety boot.

There are workers wearing sandals and ordinary rubber shoes instead of
safety boot. This type of foot wear will not provide them adequate
protection from sharp objects, slippery wet floor, electrical power surge
and also good absorption against a strong pressure.

2.3 Face mask.

Face mask were not provided to the workers. There are chemicals
substance being used in the Material and Handling department. Workers
could have smelt the gases discharged from the container that can be
harmful for their health.

2.5 Food and beverage.

Drinking water bottles were seen around the working area. Eating and
drinking activities can only be done at the dining hall during the stipulated
break hour.

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2.6 Smoking.

Although the No Smoking! signs are on each wall, cigarette butts were
seen scattered on the floor. It shows that there is a cigarette smoking
activities. Smoking is strictly prohibited since there are fuel powered
machines there. Smoking can cause fire hazard.

2.7 Inappropriate tools to perform work.

Workers were seen carrying heavy metals using their bare hand to move it
from one location to another. Trolleys were not sufficiently provided to
support their operations. This can expose them to the unnatural postures
and unnatural movement, which in long term can cause them back ache or
muscle pain.

2.8 Poor air ventilation.

The job area is humid and stuffy. Some of the ventilation fans were
already out or order and need to be repaired. There is a possibility for
bacteria to spread and fungus to grow. Poor ventilation can cause health
hazard resulted from lack of fresh air circulation. This can caused the
worker to easily get cough and short breath.

All the above incidents should have caused us a worry because it shows
that there are no enforcement of our companys Safety and Health Policy
that has been approved by the top management. More over, we failed to
comply with the National Institute of Occupational Safety and Health
(NIOSH) policy and guideline. (article no 1), which can cause our
company the risk of being compounded by the respective authority.

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3.0 Implication of non compliance to the safety regulations.

Non-compliance to the safety regulations can be costly to our company. Some of

the implications are:

3.1 Penalty to employer and employee.

According to the Occupational and Safety Health Act 1994 (article
no 1)*, we will be obliged to the following penalty if found guilty:

3.1.1 To the employer (section 15).

A penalty of RM50,000.00 or two years jail sentence or
both,

3.1.2 To the employee (section 24).

A penalty of RM1,000.00 or three months jail sentence or
both.

3.2 Being summoned by employees.

In a case of accident or injury at workplace, if it was found that it
was caused by employers negligence of failure to provide a safe
work environment, under the Labour Law, employee has the right
to take legal action towards employer.

3.3 Increase of insurance claim rate.

This will result the company to have to pay higher premium to the
insurance company.

4.0 Actions to be taken.

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Safety can be reached by taking a systematic approach to evaluate the risk
and seek a solution to eliminate them. Based on the analysis done to the
current problems, it is recommended for our company to implement the
followings:

4.1 Conduct safety training program (http://www.msosh.org/joomla/)

It is important to create awareness to the workers that safety should
always be their priority. To ensure the success and effectiveness of
this program, we need a join effort with the Human Resource
Department to find the right training program provided by the
qualified training provider.

The training provider must be registered with and certified by the

National Institute of occupational Safety and Health (NIOSH),
Companies Act 1965. Training program will provide the
employees and employer adequate information on the importance
of safety, the essential components and the necessary monitoring
actions. Upon completion of the course, the worker should be
given a certificate of competency to handle certain machinery at
workplace.

Safety Awareness should be part of the topic to be discussed during

Induction Course for new workers. .

4.2 Develop a Master Plan for internal audit and Risk Assessment.
This activity should be done with an objective of measuring the
level of workers adherence to the safety regulations. The audit
inspection should be done on a fixed interval by the certified body.
It can help to spot the hazardous item or activities around the
working area.

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 The audit report should be presented to the Risk Management
Manager and endorsed by the top management for their decision
making purposes. The report should also be displayed on the
notice board to be read by everyone. Photos of non-compliance
incidents should also be taken and displayed as part of the
awareness to the workers. Thus, they will always aware of what is
right and what is a wrong habit.

4.3 Hold a Safety campaign.

It is a good habit to always remind the workers to put safety on top
priority on daily basis. This could be done during the Start of the
Day briefing session. The Team Leader must also ensure all
subordinates under their supervision are well equipped with the
safety gadget and uniform before they commence job. They should
realize the importance of taking a reasonable care for themselves
and other workers as well. This should be their top priority at all
time.

Workers cooperation and employees commitment is essential in

making this campaign succeed. It is everyone's responsibility to
assure that any work undertaken meets minimum safety
requirements. There is no work that is worth risking ones life and
limb. One way to promote this is by giving a small token to the
worker who make good suggestions on the safety measure or who
helps to highlight any non-safety compliant activities being seen
within their work areas. http://www.ehow.com/list_7381971_fun-
workplace-safety-ideas.html

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 Safety sign can be erected at the appropriate places. Flyers that
contain reminders on safety procedures complete with photos of
injury incidents can be placed at the rest area and easily accessed by
the worker.

4.4 Redesign the plant floor area.

The plant should be designed and constructed in such a way to
promote the safety and health work environment. The design
should be complied to the Occupational Safety and Health
(OSHA)* (first article) guideline published by NIOSH. A proper
job flow for materials and chemical substances transportation from
one production line to another should be introduced and reviewed
from time to time for improvement. Minimize as much as possible
dependency on manual handling. Reason being, it involves risk of
strain, sprain, slips, trip, falls or trapping of limbs.
(http://www.dosh.gov.my/doshv2/phocadownload/guidelines/glosh
_service_sector.pdf)
This can help to minimize the risk of accident and hazard at the
workplace besides increase efficiency of production process. A
safety workplace is a more productive workplace.
http://www.ehow.com/list_7381971_fun-workplace-safety-
ideas.html

4.5 Provide safety equipment and clothing.

Get advice from the experts on the suitable safety equipment and
clothing for the workers.
http://www.ehow.com/list_6762966_safety-meeting-games-
topics.html
For example, helmet, jacket, safety goggle, rubber boots, coveralls
and gloves. Wearing a complete set of safety clothing can help to
prevent serious injury in case of accident. The Line Supervisor

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 should be responsible in ensuring the workers wear the right outfit
before start performing works.

4.4 Develop a job process flow for material handling.

A critical part of any operation is the process flow. The process flow
consists of a series of steps which determine how a product is
manufactured or a service provided. As such, the process flow
structure determines how facilities will be laid out, the working
methods used, the resources needed, the technology used, and how
efficient the process is. As such, the process flow structure
represents an important factor driving the competitiveness of a
firms operations, and hence its overall level of competitive
advantage.
A process flow structure generally falls into two categories: it can
be either a job shop or a flow shop. The job shop process flow
structure represents a fairly general structure, which is highly
flexible and can use general purpose resources. In contrast, a flow
shop process flow structure can only use certain specialized
resources, with a fixed path for the work. As a result of this, flow
shop processes tend to be less flexible than job shop ones.
http://www.ukessays.com/mba/operations/process-flow-
structures.php#ixzz2COEG3IVy
Manual material handling ranges from movement of raw material,
work in progress, finished goods, rejected, scraps, packing
material, etc. These materials are of different shape and sizes as
well as weight. Material handling is a systematic and scientific
method of moving, packing and storing of material in appropriate
and suitable location. The main objectives of material handling are
as follows:
It should be able determine appropriate distance to be
covered.

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 Facilitate the reduction in material damage as to improve
quality.
Reducing overall manufacturing time by designing efficient
material movement
Improve material flow control
Creation and encouragement of safe and hazard-free work
condition
Improve productivity and efficiency
Better utilization of time and equipment

It is critical for manufacturing organization to identify importance

of material handling principle as the critical step in promoting the
job improvement process. Manual material handling significantly
increases health hazard for the workers in from lower back
injuries.

In the current competitive and globalized environment, it is

important to control cost and reduce time in material handling. An
efficient material handling process promotes:
Design of proper facility layout
Promotes development of method which improves and
simplifies the work process
It improves overall production activity.
Efficient material handling reduces total cost of production.
http://www.managementstudyguide.com/material-handling.htm

4.6 Establish a proper control measure to prevent accident.

Preventive is better than cure. To realize this, a proper control

measure should be established whereby it involves few people
from different authorities, for example, Certified Environmental

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 Safety & Health Officer, Line Supervisor, and Safety Committee
Members. This committee should be governed by the
Occupational Health Division. Occupational Health Division is
made up of doctors, head nurses, nurses, and assistant inspector of
factories and machinery.

http://www.dosh.gov.my/doshv2/index.php?
option=com_content&view=article&id=391%3Aoccupational-
health-division&catid=148%3Aoccupational-
health&Itemid=95&lang=en

A policy and Standard Operating Procedure (SOP) should be

developed to be used a guideline in daily operations and also as
part of the inspection checklist.

4.7 Have a proper record on accidents.

Skin burn, eye injury, injured limbs, swallow chemicals etc

Review accident reports frequently, use the OSHA safety and

health assessment worksheet to find areas of improvement and
encourage communication between you and your employees about
job safety and hazards.

http://www.ehow.com/how_6705434_manage-workplace-
safety.html

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 4.8 Insurance plan for the worker.
Get involvement of Human Resource Department to make
compulsory on the monthly payment contribution to SOCSO by
both employees salary deduction and employers contribution.
Develop a compensation plan to safe guard their interest in a case
of accidents or injury while performing work.

5.0 Benefits to be gained.

5.1 Safety Incentives
Safety managers and consultants will likely not have a meaningful
impact on a company's safety records if the employees are not
willing to do their part to help make things better. One of the best
ways to ensure employee cooperation is to offer incentives tied to
improvements in safety, although observers are quick to add that
safety incentives are not an adequate substitute for a strong safety
program. In fact, only companies that have a strong program
already in place should even think of using incentives. Cash and
non-cash awards should only be used to motivate employees to
practice what the already-in-place program preaches, which
reinforces behavior and encourages participation.
Incentives should reward behaviors that prevent injury by
eliminating unsafe work practices. Reward employees who achieve
"zero accidents," but be sure to use a broad definition of accident
(such as one that would cause an employee to miss time on the job)
so that employees do not try to cover up minor injuries in order to
keep their zero accident rating. Once the behaviors to be rewarded
are identified, then determine allocation of awards (individual,
department, or company-wide).

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 To make an incentive program really work, several things must be
done. First, the incentives must be an ongoing element of the
workplace. One-time incentive programs tend to get employees
interested for a short time, then cause them to lose interest and fall
back into bad habits once the period has passed. Second,
meaningful incentives should be chosen. Many experts believe that
non-cash incentives can be most effective, warning that under
cash-based reward systems, employees too often pocket the cash
and forget about the ongoing message. Some companies do believe
that cash works best, while others feel using cash sends people the
wrong message by paying them extra for practices that they should
already be doing. Good examples of non-cash incentives include
recognition awards, token gifts that build morale, customized items
(clothing, for example), and, most effective of all, professional
advancement. Finally, goals and results must be clearly
communicated to employees at every step of the process.
We should not be scared of the costs associated with running an
incentive program. Even if the program costs several thousand
dollars annually, many economists and business experts contend
that the expense is insignificant compared to the productivity lost
as a result of poor safety practices.
http://definitions.uslegal.com/w/workplace-safety/

6.0 Cost implication.

Increasing safety at work by implementing the above recommended actions will

surely involves some cost.
http://infolific.com/health-and-fitness/workplace-safety/health-and-safety-
manual/?gclid=CNCEhZTuxLMCFUd66wodbj0AiQ

The estimated cost to be incurred are as follows:

No. Item Qty Price/ Price
unit

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 http://infolific.com/health-and-fitness/workplace-safety/health-and-safety-manual/?
gclid=CNCEhZTuxLMCFUd66wodbj0AiQ

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