SafeHere Safety Management System and the Health and Safety at Work Act

The system

The SafeHere SMS is a system set up for organisations to use effectively for the following business areas:

·         Risk Management

·         Accident and Injury Reporting and Management

·         Emergency Management

·         People training and vetting

It consists of 5 key elements

1.       Safety Management Online (SMO) – a cloud based relational database to support the above activities

2.       Centralised storage of all documents relating to the above activities, accessible according to people’s roles and Groups

3.       Training modules – increasingly online with e-learning

4.       Policy and procedure manuals to support the above activities

5.       Templates for many aspects of safety management

Is it a health and safety management system that would meet HSWA requirements?

Let us examine what are seen as key aspects of a health and safety management system (derived from Worksafe/IoD “Health and Safety Guide: Good governance for Directors, 2016.”) and see how an organisation using our SMS would meet these.



Using SafeHere SMS

Hazard and Risk Management

Organisations must identify and assess work-related health and safety risks. During organisational change risk assessments should be undertaken so that the health and safety impacts can be understood and managed. There must be processes to eliminate or minimise risks to health and safety caused by the work.

The core function of the “Activities” module of the SMS is to assess risks to participants of activities from identified hazards. Using conventional risk analysis techniques a risk profile of the activities of an organisation is built up and recorded. The measures taken to reduce the risk to an acceptable level before the activity proceeds is not only recorded, but the P2P process, when used properly in accordance with the recommended policies and procedures, ensures that potentially harmful activities cannot take place.

Incident management

Organisations should have well defined processes for reporting and investigating incidents to identify the root causes and then to respond to these in a timely way. The aim of incident management is to identify and implement remedial actions to prevent the incident happening again.

There are three aspects of this. Firstly the incident reporting module fully complies with Worksafe’s level of incident reporting as long as all relevant fields are completed by a reporter.

Secondly the policies of an organisation as to what to do next are laid down in the SafeHere Organisation Manual

Thirdly the on-line repository for the organisation can store and retrieve all the relevant internal processes to be followed.

Emergency management

Organisations should develop plans for managing potential emergencies that may arise in the workplace. These plans should be communicated to all persons working on site. Plans should be regularly tested by simulation.

The “Activities” module records the existence and detail of all such plans for a site or place where an activity is to take place.

The Team Leader manual and its training modules have a section on Emergency Management for Team Leaders and Co-ordinators.

The SMS give organisations templates they can use, and if they create their own they can be stored and used centrally within SMO.

Records of simulations could be stored in several areas of the database.

Injury management

Organisations must have processes for ensuring that injured persons are properly cared for. In the case of serious injuries and fatalities this care should extend to families and work mates.

SMO has several locations where an organisation can store and retrieve their policies and procedures relating to injury management. People’s skills (e.g. First Aid) are stored in the people module.

Worker engagement/worker participation

Organisations must have processes for engaging with their workers on health and safety matters. These processes should cover engagement generally and the specific circumstances where an organisation is legally required to engage with its workers.


Organisations must have appropriate processes for receiving and considering information regarding incidents, hazards and risks

SafeHere SMS is built around the concept of Groups e.g. a Church or NGO which has Teams that carry out activities they have been trained for. Most workers in the system tend to be volunteers. As volunteers the system is unique in that they can have access to all relevant information for the Team/Group they are assigned to and manage their own personal information. The risk analysis done at a Team level is the best mechanism for all aspects of health and safety to be aired and the mitigations decided on. If there is a requirement for a team (e.g. H and S reps team) to meet regularly then their records can be attached to that Team’s activities.

All notifications regarding incidents, hazards and risks can be attached as a record to an activity.

Working with other organisations

Organisations must have processes in place to consult and co-ordinate with other organisations where they also have duties under HSWA in relation to the same tasks or activity

Maintenance is a classic case of joint activity between the PCBU owning a property and another PCBU repairing an aspect of it. The SMS can be used to create a host PCBU team overseeing maintenance where all its processes and procedures are kept, and then to create a specific set of risks around a particular activity which require joint deliberation and a P2P after agreement.

Continuous improvement

Continuous improvement is a fundamental part of any management system. Continuous improvement also includes the audit and review process.

SafeHere’s SMS is compliant with ISO31000:2009 regarding the need for the oversight body to audit, review and improve the process. The entire database for an entity can, with temporary permissions, be audited by an external party and every entry is date/time/person tracked for audit purposes.


We have an existing SMO licence, would we need to make changes to its structure for HSWA compliance?

That would depend on how you manage Divisions and Groups at present. Generally, within a Division there is plenty of flexibility to create Groups for specific purposes, although this will add to annual costs under the current charging regime.  A paid consultation would be required if you wanted to do some major restructuring.


We are new and want to understand the most efficient way to set up the SafeHere SMS to comply with HSWA

The most cost efficient way is to get all like-minded and commonly governed parts of your organisation within one SafeHere licence and to create a business case for its use and payment by Users. We can assist you with this proposal using our consultants.

The business case should address who is going to administer the system and be your Risk Management Officer (s), which may also include the role of Health and Safety Officer(s). Our system works the most effectively when there is one set of policies and procedures everyone has to follow, with the RMO then able to use SMO to present consistent information back to its Governance body. It will also look at the cost of training and the types of training that will be needed going forward to use the system effectively.

The business case should also look at existing related policies and procedures you may use in parts of your organisation and how these can be brought together into one place within SMO to form a one stop shop. Increasingly SafeHere is moving towards all relevant manuals being online within SMO.



We constantly have changes of personnel in part of our organisation, how do we handle this?

Our system has been built for volunteer based organisations. The Administrator(s) of the system have the authority to Archive people no longer active, so that you are only charged for those who are in active teams, with a small charge for that person for each year they are active. People archived can be brought back on once they are active again in future.

How flexible is your system?

The database construct allows a fair amount of flexibility but only within the established hierarchy of Division, Group and Team. There are extra fields you can customise e.g. for HSWA training recording or something else that is particularly required.

The policies and procedures are best practice but you can develop your own, using these and the many templates we provide to get things how you want them done.

Once you have worked out why you want to use SafeHere and established the business case we can usually work with the database architect to get your requirements set up the way you want them to.

How can I get further assistance?

Look at our website and understand what we offer. NB pricing is now very specific to organisational size and will form part of our proposal once we know your needs.

Work out some of the business case structural requirements for your entity.

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