00:00:00
hello my name is Rebecca Kyle Candace I
00:00:03
am a senior authorized officer at the
00:00:05
point-to-point Transport Commission in
00:00:07
this webinar I will assist you to
00:00:09
identify some of the key elements needed
00:00:11
to develop your safety management system
00:00:14
in order to comply with the
00:00:16
point-to-point Transport law any
00:00:19
questions relating to this webinar can
00:00:22
be emailed to us after this session at
00:00:24
PTP events at Transport NSW govt
00:00:31
all and I hope you find today's webinar
00:00:33
valuable
00:00:37
this webinar is a result of feedback
00:00:40
that we received from our recent
00:00:41
industry information sessions and focus
00:00:44
groups the majority of participants
00:00:46
expressed interest in receiving more
00:00:48
information on safety management systems
00:00:51
today I will focus on the key elements
00:00:53
of safety management systems and your
00:00:56
duty of care under the point-to-point
00:00:58
transport law this session will we will
00:01:03
discuss how to identify risks and
00:01:05
hazards how to conduct a risk assessment
00:01:07
our auditing action along with key
00:01:11
elements of the safety management system
00:01:17
as you would already know if you provide
00:01:20
passenger services in vehicles with 12
00:01:23
seats or less including the driver then
00:01:25
you come under the point-to-point
00:01:26
transport taxi and hire vehicle act 2016
00:01:30
and must comply with all conditions of
00:01:32
authorization under this act and its
00:01:34
associated regulation you can find a
00:01:37
link to both the Act in the regulation
00:01:39
on our website safety is our priority
00:01:42
and one of the conditions of
00:01:44
authorization for booking service
00:01:45
providers is develop and maintained
00:01:48
their own safety management system
00:01:49
suitable to their own business model
00:01:52
authorized service providers including
00:01:55
designated or DD offices for example
00:01:58
company directors and or managers must
00:02:00
ensure that their safety management
00:02:02
system is effectively meeting the safety
00:02:04
standards is outlined in the current Act
00:02:07
and regulation
00:02:10
what our safety standards for booking
00:02:12
service providers the act and regulation
00:02:15
outline safety standards for hire
00:02:17
vehicles used to provide safety services
00:02:19
it is a condition of authorization that
00:02:22
an authorized service provider must
00:02:24
comply with these safety standards these
00:02:27
relate to registration and maintenance
00:02:29
insurance fares
00:02:33
sign lights and markings the driver must
00:02:36
ensure that they display a
00:02:38
retro-reflective sign that makes it
00:02:39
clear that the vehicle is a higher
00:02:41
vehicle it must be clearly visible from
00:02:44
the outside and located on or near the
00:02:48
rear of the driver's side of the vehicle
00:02:51
please refer to the fact sheet safety
00:02:54
standards for vehicles providing
00:02:55
providing booking services for more
00:02:58
information so what is a safety
00:03:02
management system a safety management
00:03:04
system details how you identified record
00:03:08
and manage any risk associated with your
00:03:10
service and how you meet safety
00:03:12
standards outlined in the regulatory
00:03:15
framework in your safety management
00:03:18
system you will identify and record risk
00:03:21
to health and safety of drivers
00:03:22
passengers and others the control
00:03:26
measures taken to eliminate or minimize
00:03:28
the risk and what is done to maintain
00:03:30
the control measures people who are
00:03:33
involved in making decisions about the
00:03:36
business should take part in the
00:03:38
development and maintaining of the
00:03:39
safety management system service
00:03:42
providers must also consult with other
00:03:44
people such as drivers and vehicle
00:03:46
owners and keep records of these of
00:03:48
these consultations your safety
00:03:51
management system should be unique to
00:03:53
your business the point-to-point
00:03:55
Transport Commissioner will rely on the
00:03:57
details in your safety monitoring system
00:03:59
to determine whether your business is
00:04:01
meeting its legal obligation to provide
00:04:03
the safest possible service if you are
00:04:06
also a GT officer or designated manger
00:04:09
then you need to be aware of and ensure
00:04:12
that the safety system is in place for
00:04:14
the service provider are adequate and
00:04:17
appropriate
00:04:20
you have a duty of care to ensure the
00:04:23
health and safety of drivers passengers
00:04:25
and others connected to the to your
00:04:27
service as a service provider you must
00:04:30
eliminate risk to safety as far as it is
00:04:33
reasonably practicable and if it is not
00:04:36
reasonably practical to eliminate risk
00:04:38
to safety then risk must be minimized as
00:04:41
far as it is reasonably practicable the
00:04:45
Act puts some responsibility for
00:04:47
ensuring safety of others on to the
00:04:49
provider however the Lord gives you
00:04:52
flexibility as to how you will manage
00:04:54
the risks you must have a safety
00:04:57
management system you must also
00:04:59
implement a risk management process that
00:05:02
identifies hazards assesses risk
00:05:06
controls risks and reviews controls
00:05:10
as a booking service provider you should
00:05:13
take into account the likelihood of the
00:05:16
hazard
00:05:18
the degree of home
00:05:21
ways of eliminating or minimizing the
00:05:23
hazard or risk and the cost
00:05:28
what is a hazard and what is a risk has
00:05:32
it is a potential source of harm for
00:05:34
example moving traffic can be a
00:05:36
potential source of harm for pedestrians
00:05:38
or are the road users risk is when you
00:05:41
are exposed to the hazard for example in
00:05:44
the situation when you are crossing the
00:05:47
road in moving traffic then you exposed
00:05:50
to the hazard which is a moving traffic
00:05:52
risky's has a plus exposure
00:05:57
how do you remove or minimize impact of
00:06:00
risk you must implement effective
00:06:02
control measures to eliminate or
00:06:04
minimize the risk by taking reasonable
00:06:06
steps
00:06:06
what are control measures control
00:06:09
measures are actions that you can take
00:06:10
to remove the hazard or at least reduce
00:06:13
exposure to the hazard for example in
00:06:16
the second picture you can see a number
00:06:18
of control measures to reduce the risk
00:06:20
of accidents such as traffic lights
00:06:24
pedestrian crossings and a pedestrian
00:06:27
walkway can you think of any other
00:06:30
control missions maybe a speed sign to
00:06:37
slow down traffic it will surely be
00:06:40
effective control measure to minimize
00:06:42
risk key learning here is when you can't
00:06:46
remove the hazard you must take
00:06:48
reasonable steps to reduce the risk so
00:06:51
how can you best identify risk and
00:06:55
determine control measures you can
00:06:57
conduct a risk assessment as explained
00:06:59
on our next slide
00:07:02
how do you conduct a risk assessment a
00:07:04
risk assessment must be conducted before
00:07:07
you or your employee conduct some work
00:07:09
which could possibly present a risk of
00:07:12
injury or ill health so step 1 identify
00:07:15
the hazard and decide he might get harm
00:07:17
such as a staff member or a member of
00:07:20
the public tip 2 the likelihood of the
00:07:24
severity of getting harmed step 3
00:07:27
evaluate the risk and decide on control
00:07:30
measures step 4 identifying who will be
00:07:34
responsible to identify risk and
00:07:36
implement control measures
00:07:38
step 5 record your findings and
00:07:41
implement your findings must be written
00:07:43
down as it is illegal is it is a legal
00:07:46
requirement it should show that you have
00:07:48
identified the hazards and you have
00:07:50
planned to deal with the risk and hazard
00:07:52
if and when they occur and the last step
00:07:55
is step 6 review and update when
00:07:58
necessary once you have identified your
00:08:02
risk and decided he might get harm it is
00:08:04
important to write your risk as high
00:08:06
medium or low high risk is where an
00:08:09
event is very likely to occur and may
00:08:11
cause failure harm or injury results can
00:08:15
be as severe as death or permanent
00:08:18
injury or illness many enlist is where
00:08:21
an event that is likely to occur results
00:08:23
is results can be repairable or
00:08:26
recoverable low risk is where the event
00:08:30
is not very likely to result in failure
00:08:33
harm or injury a simple example used in
00:08:37
this slide is a risk of passenger
00:08:40
violence towards driver the impact of
00:08:43
the risk varies depending on where the
00:08:44
driver is or the exposure to the risk
00:08:48
risk might be high when the driver works
00:08:51
alone at night in an isolated area risk
00:08:55
might be low when the driver works on a
00:08:57
normal day shift
00:09:00
a risk matrix defines the level of
00:09:03
response idiom the likelihood in the
00:09:05
severity of the consequence this
00:09:07
increases of disability of risk and
00:09:10
assist in choosing appropriate control
00:09:12
measures here is an example of a risk
00:09:15
matrix we will be covering an example of
00:09:18
this in a later slide
00:09:22
selecting effective control measures is
00:09:24
most important part of the of your risk
00:09:27
assessment control measures are actions
00:09:30
you take to remove or minimize the
00:09:32
impact of the risk your control measures
00:09:34
will only be effective if you have
00:09:36
identified and evaluated your risk this
00:09:39
diagram has been extracted from an
00:09:42
occupational health and safety regime it
00:09:44
will assist you in understanding the
00:09:46
level of control measures you can
00:09:48
implement according to your risk rating
00:09:50
so if your risk rating of a hazard is
00:09:54
high you will implement a high level of
00:09:57
control measures high level of control
00:09:59
will include eliminating the hazard
00:10:01
itself or minimizing the risk with best
00:10:05
possible control measures if your risk
00:10:08
rating of a hazard is low you can
00:10:10
consider implementing a low level
00:10:12
control measure a low level control
00:10:14
measure will include reducing exposure
00:10:18
to the hazard using administrative
00:10:20
action let's discuss this more with the
00:10:24
help of some examples this is a simple
00:10:29
risk assessment table now in the example
00:10:32
we've chosen to use pick up and drop off
00:10:35
of passengers so in the event that it's
00:10:38
are in a dangerous sort of area it could
00:10:42
be likely that there would be injury or
00:10:45
exposure to harm the severity is this or
00:10:49
permanent injury and has been operated
00:10:51
very high so different control measures
00:10:54
that you could possibly put into place
00:10:56
with the pick-up and drop-off policies
00:10:58
procedures regarding driver instructions
00:11:01
and incorporating it into your
00:11:03
onboarding of your driver the table also
00:11:07
then outlines the residual is
00:11:08
responsible authorities the booking
00:11:11
service provider could be the director
00:11:13
or operations manager and the onboarding
00:11:15
officer
00:11:19
up until now we have explored conducting
00:11:22
a risk assessment by identifying hazard
00:11:24
evaluating risk eliminating control
00:11:26
measures and the matrix now let's
00:11:29
discuss some more elements of a safety
00:11:31
management system which will assist you
00:11:33
in developing or reviewing your current
00:11:36
safety management system
00:11:39
a safety management policy the safety
00:11:42
management policy describes your
00:11:43
objective and commitment to provide a
00:11:45
safe service for everyone involved
00:11:46
including passengers drivers staff and
00:11:49
other persons involved in the service
00:11:52
you can develop a safety policy suitable
00:11:55
for your own business model each
00:11:57
business may have a different safety
00:11:59
requirement depending on the size of
00:12:01
your business
00:12:01
your policy document can be as big as a
00:12:04
textbook or as small as a one or two
00:12:06
page document you can choose to maintain
00:12:09
a hardcopy or a digital copy of your
00:12:11
policy hence there is flexibility on how
00:12:14
you prepare and maintain your policy
00:12:16
however each service provider must
00:12:19
produce and maintain their policy
00:12:20
following a standard guideline as
00:12:23
mentioned on our next slide
00:12:28
how did how do you prepare a safety
00:12:31
policy there is a standard guidelines to
00:12:34
produce and maintain a safety policy
00:12:36
these guidelines are same for a small
00:12:39
sized business to medium or large
00:12:42
guidelines to reduce and maintain safety
00:12:44
policies include must be accessible must
00:12:48
be incorporated into training or
00:12:50
driver's induction and training material
00:12:52
must be signed off by senior management
00:12:55
and reviewed as and when required
00:13:02
managing the accountability
00:13:04
responsibility and communication you
00:13:07
must demonstrate that the relevant
00:13:09
people within the business are aware of
00:13:10
and accountable for their safety
00:13:12
responsibilities depending on the size
00:13:14
of your business
00:13:15
you can appoint a representative to
00:13:17
maintain and implement a safety manager
00:13:19
policies and procedures you must
00:13:22
document who is responsible for the
00:13:24
safety requirements and communicate
00:13:27
responsibilities to the staff and also
00:13:29
keep stock up to date with any changes
00:13:31
for example you can develop job
00:13:34
descriptions and outline safety
00:13:36
responsibilities for your drivers
00:13:37
security officers and other staff you
00:13:40
can keep records on any conversations
00:13:43
that take place between you and your
00:13:45
drivers and other relevant staff members
00:13:47
to discuss and implement safety
00:13:49
procedures
00:13:52
as discussed previously risk management
00:13:55
is how you identify eliminate and
00:13:57
minimize risk and how you can maintain
00:14:00
control measures examples of some common
00:14:03
risks involved violence workplace
00:14:05
psychological risk driver distraction
00:14:08
fatigue and picking up and setting down
00:14:11
of passengers safely there are many
00:14:13
well-known control measures that can be
00:14:15
incorporated into the safety management
00:14:17
system to minimize these risks let's
00:14:20
talk about driver fatigue for example
00:14:23
step one you need to identify driver
00:14:26
fatigue as a risk
00:14:27
step two you can develop a driver
00:14:30
fatigue program which acts as a control
00:14:32
measure step three to demonstrate that
00:14:36
you are taking reasonable action to
00:14:38
minimize these risk
00:14:39
you can record within your driver
00:14:42
fatigue program all factors that can
00:14:44
contribute to driver fatigue such as
00:14:47
secondary employment depending on the
00:14:50
size and the requirement of your
00:14:51
business some providers may decide to
00:14:53
implement a training program for drivers
00:14:56
on drone fatigue some service providers
00:14:59
may produce guidelines or procedures for
00:15:01
their drivers of fatigue management some
00:15:04
providers may implement other innovative
00:15:07
ways to minimize the risk of drone
00:15:08
fatigue what control measures you choose
00:15:11
to minimize the risk depends on the size
00:15:14
and model of your business and you must
00:15:16
keep records of actions taken to
00:15:18
minimize your risk monitoring health and
00:15:23
safety service providers must monitor
00:15:26
the health and safety of everyone for
00:15:29
example you need to demonstrate how you
00:15:31
ensure drivers must meet the SATA stands
00:15:33
outlined in the regulation an easy way
00:15:36
to ensure they meet this 87 is you can
00:15:39
use the driver vehicle dashboard or as
00:15:43
we refer it to is a DVD to conduct
00:15:46
checks on drivers through the industry
00:15:48
portal you can keep copies of the
00:15:51
drivers reports from the DVT there are
00:15:54
fact sheets available on our website to
00:15:56
help you understand the different
00:15:57
functions of the DVD you must also
00:16:00
demonstrate that you manage fatigue
00:16:02
management as discussed previously more
00:16:05
information is available
00:16:06
all in our factsheets managing drivers
00:16:09
fatigue which can help you develop a
00:16:12
fatigue management program for your
00:16:14
driver you must also ensure that the
00:16:17
driver and other employees are not under
00:16:19
the influence of drug and alcohol while
00:16:21
on duty but this you can develop and
00:16:23
maintain the drug and alcohol policy
00:16:25
based on your risk assessment
00:16:29
onboarding training in education you
00:16:31
need to show that employees contractors
00:16:34
and drivers are appropriately trained to
00:16:36
understand and comply with the safety
00:16:37
requirements this includes both new and
00:16:40
current employees and other Duty holders
00:16:43
including vehicle owners you need to
00:16:45
demonstrate that employees have received
00:16:48
the necessary training in all relevant
00:16:51
policies and procedures to perform their
00:16:53
safety duty you can develop an
00:16:56
onboarding program to include the safety
00:16:58
management system training training
00:17:01
programs can address safety critical
00:17:02
lists in your safety management policy
00:17:07
you can also record and maintain
00:17:09
employee and drive it training databases
00:17:14
monitoring incidents and accidents you
00:17:17
need to demonstrate that a system is in
00:17:19
place to record incidents and accidents
00:17:21
and notifiable occurrences are notified
00:17:23
to the Commissioner as soon as
00:17:25
practicable after being aware of the
00:17:28
incident or accident
00:17:29
this will include having the relevant
00:17:31
onboarding training and education to the
00:17:34
to ensure that the relevant staff are
00:17:37
aware of when and how to report and
00:17:39
report incidents or accidents review an
00:17:44
evaluation you need to demonstrate that
00:17:46
you have a system to review your safety
00:17:48
management system and make any necessary
00:17:50
updates or improvements this will
00:17:53
include identifying when a review should
00:17:55
be undertaken such as following an
00:17:58
incident or accident
00:18:01
the safety audit are structured to
00:18:03
collect relevant information and
00:18:05
determine the effectiveness of the
00:18:06
safety management system however we
00:18:09
offer an advisory visit prior to an
00:18:11
audit being scheduled at the advisory
00:18:13
visit one of our authorized offices
00:18:15
outlines and legal requirements and
00:18:17
explains what the service provider can
00:18:19
expect during the audit visit this
00:18:22
includes explanation of the audit tool
00:18:25
approximately three months after the
00:18:28
Advisory visit in order to rule or may
00:18:30
be scheduled the audits are conducted by
00:18:33
authorized offices approved by the
00:18:35
commissioner at the conclusion of the
00:18:38
audit the order to rule outline any
00:18:40
non-compliance identified the auditor
00:18:43
will also then finalize his or her
00:18:45
findings
00:18:48
service providers receive a complete
00:18:50
audit report with the outcome letter
00:18:52
setting out a summary of the
00:18:54
non-compliance identified by the auditor
00:18:57
and its end steps necessary to address
00:18:59
them
00:19:02
so now we have summarized how to
00:19:04
identify risk and hazard how to complete
00:19:07
a risk at register and what is involved
00:19:10
in developing the safety management
00:19:11
system so thank you for participating
00:19:14
this webinar will now conclude enjoy the
00:19:18
rest of your day
