ISO 45001 PROJECT PLAN

for Implementation of the Integrated

Management System

Revision Date Approver Name Signature/Approval

No. Approved and Title Method
1.0 2024-01-15
1.1 2024-03-07
1.2 2024-05-15

Table of Contents
1. Introduction

o 1.1 Purpose of the Project Plan

o 1.2 Scope of the Project

o 1.3 Objectives of ISO 45001 Implementation

2. Project Overview

o 2.1 Background Information

o 2.2 Benefits of Implementation

o 2.3 Project Constraints and Assumptions

3. Project Management Structure

o 3.1 Project Sponsor

o 3.2 Project Manager

o 3.3 Roles and Responsibilities of Team Members

4. Gap Analysis

o 4.1 Current State Assessment

o 4.2 Identification of Gaps in Existing Systems

o 4.3 Gap Analysis Report

5. Project Phases and Milestones

o 5.1 Phase 1: Planning and Preparation

o 5.2 Phase 2: Documentation Development

o 5.3 Phase 3: Training and Awareness Programs

o 5.4 Phase 4: Implementation

o 5.5 Phase 5: Internal Audit and Review

o 5.6 Phase 6: Certification Audit

6. Project Deliverables

o 6.1 Policy Statements and Objectives

o 6.2 Risk Assessment Framework

o 6.3 Documented Procedures and Work Instructions

o 6.4 Training Materials

7. Detailed Project Plan

o 7.1 Work Breakdown Structure (WBS)

o 7.2 Activities and Tasks
o 7.3 Project Schedule (Timeline)
 7.4 Resource Allocation
o

8. Communication Plan

o 8.1 Internal Communication Strategies

o 8.2 Communication with External Stakeholders

o 8.3 Regular Project Updates and Reporting

9. Risk Management

o 9.1 Identification of Project Risks

o 9.2 Risk Mitigation Strategies
o 9.3 Contingency Plans
10. Training and Awareness

o 10.1 Identification of Training Needs

o 10.2 Training Schedules
o 10.3 Competency Evaluation
11. Monitoring and Measurement

o 11.1 Key Performance Indicators (KPIs)

o 11.2 Monitoring Progress Against Objectives
o 11.3 Corrective Actions
12. Internal Audit

o 12.1 Internal Audit Plan

o 12.2 Roles and Responsibilities in the Audit
o 12.3 Reporting Audit Findings
13. Certification Process

o 13.1 Selection of Certification Body

o 13.2 Certification Audit Preparation
o 13.3 Certification Audit Timeline
14. Project Budget

o 14.1 Estimated Costs for Each Phase

o 14.2 Resource Costs (e.g., training, consultants)
o 14.3 Contingency Budget
15. Project Evaluation and Closure

o 15.1 Review of Implementation Success

 o 15.2 Lessons Learned
o 15.3 Project Handover

16. Appendices

o 16.1 Templates (e.g., Risk Register, Training Records,

Audit Checklists)
o 16.2 Glossary of Terms
o 16.3 References and Supporting Documents
1. Introduction

1.1 Purpose of the Project Plan

The purpose of this project plan is to establish a structured and

systematic approach for implementing an ISO 45001:2018
Integrated Occupational Health and Safety Management
System (OHSMS) within the organization. The project plan aims to
ensure compliance with international standards, enhance workplace
safety, and create a sustainable framework to minimize risks,
prevent workplace injuries, and improve overall organizational
performance.

This plan serves as:

 A roadmap for project execution.

 A guideline for integrating ISO 45001 with existing
management systems (e.g., ISO 9001 or ISO 14001, if
applicable).
 A tool to allocate resources, assign responsibilities, and
establish timelines.

1.2 Scope of the Project

The scope of this project encompasses all processes, activities, and

locations within the organization that could impact occupational
health and safety. The project includes:

1. Applicability:
o All departments, operational areas, and activities within
the organization.
o All employees, contractors, and third-party stakeholders
engaged in organizational activities.

2. Key Activities Covered:

o Risk identification, assessment, and mitigation.
 o Development and implementation of documented
policies, procedures, and practices.
o Training, awareness, and competency development.
o Monitoring, measuring, and evaluating health and safety
performance.
o Preparation for certification audits by an external
certification body.

3. Exclusions (if any):

o Clearly mention any processes, departments, or locations
excluded from the scope (if applicable).

4. Integration:
o The project also includes integrating the OHSMS with
other management systems such as environmental
management (ISO 14001) and quality management (ISO
9001) to create a unified Integrated Management System
(IMS).

1.3 Objectives of ISO 45001 Implementation

The primary objectives of implementing the ISO 45001 Integrated

Management System are:

1. Ensure Legal and Regulatory Compliance:

o Achieve compliance with applicable occupational health

and safety laws, regulations, and international standards.
2. Improve Health and Safety Performance:

o Reduce workplace incidents, injuries, and illnesses by

identifying and mitigating risks.
3. Promote a Safe Workplace Culture:

o Foster a culture of safety and health awareness among

employees at all levels.
4. Enhance Operational Efficiency:

o Streamline processes related to health and safety

management to improve overall productivity and
performance.
 5. Achieve ISO 45001 Certification:

o Obtain certification to demonstrate the organization’s

commitment to health and safety and enhance credibility
with stakeholders.
6. Support Business Continuity:

o Reduce the impact of occupational health and safety

incidents on operations and ensure long-term
sustainability.

7. Integrate Management Systems:

o Align health and safety processes with existing systems

(e.g., environmental or quality management) to optimize
resource use and reduce duplication.
8. Boost Employee Morale and Retention:

o Create a safer work environment that motivates

employees, increases satisfaction, and enhances
retention.

2. Project Overview

2.1 Background Information

The implementation of an Integrated Management System (IMS)

under ISO 45001 ensures that the organization adopts a structured
approach to managing occupational health and safety (OHS). This
project focuses on integrating health and safety practices into
existing management systems (e.g., quality, environment).

The organization recognizes the need to:

 Reduce workplace accidents and health risks.

 Enhance compliance with legal and regulatory requirements.
 Foster a proactive culture of safety and risk management.

The project will involve a step-by-step implementation plan, aligned

with ISO 45001 requirements, to ensure a robust, effective, and
sustainable Occupational Health and Safety Management System
(OHSMS).

2.2 Benefits of Implementation

Implementing ISO 45001 offers several key benefits, including:

1. Enhanced Workplace Safety:

o Systematic identification and management of workplace

hazards.
o Reduction in accidents, injuries, and near-miss incidents.
2. Regulatory Compliance:

o Alignment with national and international OHS regulations

and standards.
o Mitigation of legal and financial risks associated with non-
compliance.
3. Improved Employee Morale:

o Demonstrates organizational commitment to employee

well-being.
o Fosters trust and engagement among employees.
4. Operational Efficiency:

o Reduction in downtime and costs associated with

workplace incidents.
o Improved resource management and operational control.
5. Enhanced Reputation:

o Improves stakeholder confidence and corporate image.

o Acts as a differentiator in competitive markets.
6. Integration with Existing Systems:

o Aligns with other standards like ISO 9001 (Quality

Management) and ISO 14001 (Environmental
Management) for streamlined processes.
2.3 Project Constraints and Assumptions
Constraints:
1. Timeframe:

o The project has a strict timeline for completion, including

milestones for documentation, training, and audits.
2. Budget:

o Limited budget allocation for training, external

consultancy, and certification.
3. Resources:

o Availability of qualified personnel to manage and

implement the system.
o Potential overlap with other ongoing organizational
initiatives.
4. External Dependencies:

o Reliance on timely support from certification bodies,

external consultants, and training providers.
5. Regulatory Complexity:

o Variability in local legal requirements across operational

locations.

Assumptions:
1. Management Support:

oThe project assumes ongoing commitment and support

from senior management.
2. Employee Participation:

o Employees will actively participate in training and OHS

initiatives.
3. Availability of Resources:

o Required resources, including personnel, technology, and

funding, will be made available as per the project plan.
4. Consistency with Existing Systems:
 o The organization’s existing management systems (e.g.,
ISO 9001 or ISO 14001) are functional and can support
integration.
5. Certification Body Selection:

o The project assumes timely selection and engagement of

a certification body for the final audit.

3. Project Management Structure

A clear and well-defined project management structure ensures the

successful implementation of the ISO 45001 Integrated
Management System (IMS). This section outlines the key personnel
involved in the project, their roles, and responsibilities.

3.1 Project Sponsor

The Project Sponsor plays a critical role in overseeing the project

and providing the necessary resources and support to ensure its
success.

Responsibilities:

 Approving the project plan, budget, and timeline.

 Championing the project to ensure organizational alignment
and buy-in.
 Allocating resources (financial, human, and technical) as
required.
 Monitoring project progress and providing guidance to the
Project Manager.
 Resolving high-level issues and risks that may impact the
project timeline or deliverables.

Typical Role:

 A senior executive or director (e.g., Health and Safety Director

or General Manager) responsible for overseeing the
organization's compliance with health and safety
requirements.
3.2 Project Manager

The Project Manager is responsible for planning, executing, and

monitoring the implementation of the ISO 45001 IMS. They act as
the central point of contact for all project-related activities.

Responsibilities:

 Developing the project plan, including timelines, milestones,

and deliverables.
 Coordinating with all departments and ensuring alignment with
project objectives.
 Monitoring the progress of project tasks and addressing any
deviations.
 Reporting project updates to the Project Sponsor and key
stakeholders.
 Identifying and mitigating risks associated with project
implementation.
 Ensuring that all team members are aware of their roles and
responsibilities.

Key Competencies Required:

 Strong project management skills (e.g., experience with tools

like Gantt charts, resource planning).
 Knowledge of ISO 45001 requirements and management
systems.
 Effective communication and problem-solving skills.

3.3 Roles and Responsibilities of Team Members

The successful implementation of ISO 45001 requires a

multidisciplinary team with clear roles and responsibilities. The
team typically includes representatives from key departments such
as Health and Safety, Human Resources, Operations, and Quality
Assurance.

Roles and Responsibilities:

Role Responsibilities
Health and Safety - Conducting gap analysis and risk
Lead assessments.
- Assisting in the development of OHS
policies and procedures.
HR Representative - Organizing training sessions for
employees.
- Ensuring employee engagement and
participation.
Operations Lead - Ensuring the implementation of safety
measures on-site.
- Providing operational data and feedback.
Quality Assurance - Aligning the IMS with existing quality
Lead management systems.
- Conducting internal audits.
IT Support - Assisting with document control and
digital record-keeping systems.
- Ensuring system accessibility.
Legal/Compliance - Ensuring adherence to legal and
Officer regulatory requirements.
- Reviewing documentation for
compliance.
Finance Officer - Managing the project budget.
- Approving costs for training, audits, and
certification.

Communication and Collaboration

 The Project Manager schedules regular meetings (weekly or
biweekly) to ensure all team members stay informed and
aligned with project progress.
 A RACI Matrix (Responsible, Accountable, Consulted,
Informed) may be used to clarify responsibilities.

Key Outputs:
 A structured project team with clear roles.
 Defined lines of communication between team members and
stakeholders.
 Regular progress reports to track the implementation of the
ISO 45001 IMS.

4. Gap Analysis
4.1 Current State Assessment

The current state assessment involves a systematic review of the

organization’s existing Occupational Health and Safety (OHS)
practices, policies, procedures, and systems. This step identifies
where the organization stands in relation to the requirements of ISO
45001. Key activities include:

1. Review of Existing OHS Policies and Procedures

o Analyze current safety policies, objectives, and
documented processes.
o Evaluate compliance with legal and regulatory
requirements related to occupational health and safety.

2. Assessment of Leadership Commitment

o Verify management’s involvement in promoting a safety
culture.
o Assess how safety objectives are aligned with overall
business goals.
3. Evaluation of Risk and Hazard Management

o Examine the current system for identifying, assessing,

and controlling workplace hazards.
o Check if risk assessment processes meet ISO 45001
standards.
4. Training and Competence Review

o Assess training programs and staff competence regarding

health and safety practices.
o Check if training records are up-to-date and adequately
maintained.
5. Incident Management

o Review procedures for reporting, investigating, and

resolving incidents or near misses.
o Identify any gaps in the system for tracking incidents and
corrective actions.
6. Emergency Preparedness

o Assess the readiness of emergency response plans.

o Verify regular testing and drills of emergency procedures.
7. OHS Performance Monitoring and Auditing
 o Check if the organization monitors OHS performance
through audits and KPIs.
o Evaluate how findings are addressed and if continuous
improvement is emphasized.

4.2 Identification of Gaps in Existing Systems

Once the current state assessment is completed, gaps are identified

by comparing the existing systems with the requirements of ISO
45001. This process involves:

1. Compliance Gap Analysis

o Compare existing policies and procedures against ISO

45001 clauses (e.g., leadership, planning, support,
operations, performance evaluation, improvement).
o Identify non-compliance areas or partially implemented
processes.
2. Process Gap Identification

o Look for missing or weak processes in risk management,

employee participation, and consultation.
o Check for missing documentation or inadequate version
control.
3. Resource Gaps

o Identify shortages in resources, such as training

programs, safety equipment, or skilled personnel.
o Highlight areas where employee engagement or
communication is lacking.
4. Technological and Infrastructure Gaps

o Identify outdated systems or tools that fail to meet ISO

45001 requirements.
o Highlight any inadequacies in safety monitoring
technology or infrastructure.
5. Performance Monitoring Gaps

o Assess if monitoring tools and metrics effectively track

OHS objectives.
o Identify areas where measurement and reporting need
enhancement.
 6. Cultural and Leadership Gaps

o Determine if safety is embedded in the organizational

culture.
o Highlight gaps in management commitment and
employee involvement.

4.3 Gap Analysis Report

The Gap Analysis Report consolidates findings from the Current

State Assessment and Gap Identification into a structured
document. It provides a clear roadmap for bridging the gaps and
achieving compliance with ISO 45001. The report includes:

1. Executive Summary

o Summarize the key findings from the gap analysis.

o Highlight critical gaps requiring immediate attention.

2. Detailed Gap Findings

o Clause-by-Clause Analysis: Break down the gaps for

each ISO 45001 clause (e.g., Leadership, Risk
Assessment, Emergency Preparedness).
o Impact Assessment: Explain the potential risks of not
addressing each gap.

3. Action Plan for Closing Gaps

o List recommended actions to address identified gaps.
o Assign responsibilities and timelines for implementing
corrective measures.
o Highlight priority areas for immediate focus.

4. Resource Requirements
o Provide an estimate of resources (e.g., personnel, budget,
training) required for implementation.

5. Timeline for Implementation

o Include a proposed timeline for addressing gaps and
achieving ISO 45001 compliance.

6. Conclusion and Recommendations

o Summarize the organization’s readiness for ISO 45001
implementation.
 o Provide recommendations for next steps, including
training, leadership involvement, and system
improvements.

5. Project Phases and Milestones

5.1 Phase 1: Planning and Preparation

 Objective: Establish a foundation for ISO 45001
implementation by defining the scope, goals, and resources
required.
 Activities:
1. Appoint the project sponsor and project manager.
2. Form the implementation team with clearly defined roles
and responsibilities.
3. Conduct an initial gap analysis to compare the current
OHS management system with ISO 45001 requirements.
4. Define the project scope, timelines, and milestones.
5. Create a high-level project plan and obtain management
approval.
 Key Deliverables:

o Project Charter
o Gap Analysis Report
o Approved Implementation Plan

5.2 Phase 2: Documentation Development

 Objective: Develop the required documented information
(policies, procedures, and records) to meet ISO 45001
requirements.
 Activities:
1. Draft an Occupational Health and Safety (OHS) policy
aligned with ISO 45001.
2. Develop objectives and performance targets for the
OHSMS.
3. Create and update procedures for hazard identification,
risk assessment, and incident reporting.
4. Establish a document control procedure to manage all
documentation.
 5. Prepare templates (e.g., risk assessments, training
records, incident reports).
 Key Deliverables:

o OHS Policy
o Procedures and Work Instructions
o Document Control System
o Risk Assessment Framework

5.3 Phase 3: Training and Awareness Programs

 Objective: Build awareness and competency across the
organization for ISO 45001 requirements and processes.
 Activities:
1. Conduct training needs analysis to identify employee
training requirements.
2. Develop a training plan, including awareness sessions for
all staff and specialized training for key personnel.
3. Conduct training sessions on new procedures, risk
assessments, and emergency preparedness.
4. Ensure employees understand their roles and
responsibilities in the OHSMS.
 Key Deliverables:

o Training Plan and Schedules

o Training Records and Competency Reports
o Increased Employee Awareness of OHSMS

5.4 Phase 4: Implementation

 Objective: Implement the processes, procedures, and controls
as outlined in the documented OHSMS.
 Activities:
1. Roll out new or updated procedures across all relevant
departments.
2. Begin using templates and tools for risk management,
incident reporting, and performance monitoring.
3. Establish emergency preparedness and response plans.
 4. Monitor and evaluate the implementation through
feedback and observation.
 Key Deliverables:

o Operational OHSMS
o Active Risk Registers
o Emergency Preparedness and Response Plans

5.5 Phase 5: Internal Audit and Review

 Objective: Evaluate the effectiveness of the implemented
OHSMS and ensure compliance with ISO 45001 requirements.
 Activities:
1. Develop an internal audit plan and checklist.
2. Conduct internal audits to assess the system's
effectiveness and identify non-conformances.
3. Hold a management review meeting to discuss audit
findings and corrective actions.
4. Address any gaps or non-conformances identified during
the audit.
 Key Deliverables:

o Internal Audit Plan and Reports

o Management Review Meeting Minutes
o Corrective and Preventive Action Plans

5.6 Phase 6: Certification Audit

 Objective: Obtain ISO 45001 certification through an external
certification body.
 Activities:
1. Select and contract an accredited certification body.
2. Prepare for the Stage 1 audit (document review and
readiness assessment).
3. Address findings from the Stage 1 audit.
4. Schedule and conduct the Stage 2 audit (on-site
verification of implementation).
 5. Resolve any non-conformities raised during the
certification audit.
 Key Deliverables:

o Certification Audit Reports

o ISO 45001 Certificate of Conformance

6. Project Deliverables

The project will deliver the following outcomes:

1. Policies and Procedures:

o Approved OHS Policy.

o Procedures for hazard identification, incident
management, and document control.
2. Documented Information:

o Risk Register.
o Training Records.
o Incident Reports.
3. Training and Competency:

o Trained and competent workforce aligned with ISO 45001

requirements.
4. Management System Tools:

o Document Control System.

o Risk Assessment Framework.
o Performance Monitoring Tools.
5. Emergency Preparedness:

o Emergency Response Plans.

o Communication Channels for Crisis Situations.
6. Audits and Reviews:

o Internal Audit Reports.

o Management Review Meeting Records.
 o Certification Audit Results.
7. Certification:

o ISO 45001 Certificate of Conformance from an accredited

certification body.

6. Project Deliverables

6.1 Policy Statements and Objectives

Purpose:

To establish a clear foundation and commitment to occupational

health and safety within the organization, aligned with ISO 45001
requirements.

Key Elements:
1. OHS Policy Statement:

oDemonstrates top management’s commitment to health

and safety.
o Reflects the organization’s intent to prevent workplace
injuries and illnesses.
o Includes a commitment to continual improvement and
compliance with legal and other applicable requirements.
2. Health and Safety Objectives:

o Defined goals that align with the organization's OHS

policy and strategic direction.
o Objectives should follow the SMART criteria (Specific,
Measurable, Achievable, Relevant, Time-bound).
o Examples:
 Reduce workplace accidents by 15% within one
year.
 Conduct 100% safety training for all employees
within six months.
 Implement risk assessments for all departments by
the end of the quarter.

Deliverables:

 Finalized and approved OHS Policy Statement.

 Documented OHS objectives linked to performance indicators.
  Communication of the policy and objectives to all
stakeholders.

6.2 Risk Assessment Framework

Purpose:

To identify, evaluate, and control occupational health and safety

risks in alignment with ISO 45001 requirements.

Key Elements:
1. Hazard Identification:

o Systematically identify hazards in the workplace

(physical, chemical, biological, ergonomic, etc.).
o Use tools such as inspections, job safety analyses, and
employee feedback.

2. Risk Assessment:

o Evaluate the likelihood and severity of identified risks.

o Categorize risks (Low, Medium, High) to prioritize actions.
3. Risk Control Measures:

Apply the hierarchy of controls:

o
 Elimination
 Substitution
 Engineering controls
 Administrative controls
 Personal protective equipment (PPE).
4. Ongoing Monitoring:

o Regularly review and update the risk register.

o Include near-miss reporting and incident investigation.

Deliverables:

 Comprehensive Risk Register with identified hazards, assessed

risks, and control measures.
 Risk assessment methodology document.
  Templates for hazard identification, risk analysis, and control
planning.

6.3 Documented Procedures and Work Instructions

Purpose:

To ensure consistent implementation of OHSMS processes through

well-documented procedures and work instructions.

Key Elements:
1. Procedures:

o Define processes required for OHSMS, including:

 Hazard identification and risk management.
 Incident reporting and investigation.
 Emergency preparedness and response.
 Health and safety training.
 Document and record control.

2. Work Instructions:

oProvide step-by-step guidance for specific tasks or

activities.
o Include safety precautions, required tools, and PPE usage.
3. Control of Documents:

o Implement a document control system to ensure only the

latest versions are available for use.

Deliverables:
 Documented procedures for core OHSMS processes.
 Work instructions for critical activities.
 Document control register and version-controlled documents.
 Templates for procedures and instructions.
6.4 Training Materials
Purpose:

To build competency and awareness among employees and

stakeholders for effective OHSMS implementation.

Key Elements:
1. Training Needs Analysis:

o Identify training requirements for employees based on

their roles and responsibilities.
o Focus on high-risk areas and critical tasks.
2. Training Content:

o Develop materials on:

 ISO 45001 requirements.
 Risk assessment and hazard identification.
 Emergency response procedures.
 Use of PPE and safe work practices.
3. Training Delivery:

o Conduct training through workshops, e-learning, or on-

the-job sessions.
o Tailor training for specific groups (e.g., management,
employees, contractors).
4. Competency Evaluation:

o Assess knowledge and skills post-training through

quizzes, practical demonstrations, or evaluations.

Deliverables:
 Training plan with schedules and participant lists.
 Training presentations, guides, and handouts.
 Attendance sheets and competency assessment records.
 Ongoing refresher training plans.

7. Detailed Project Plan

7.1 Work Breakdown Structure (WBS)

The Work Breakdown Structure (WBS) breaks the project into

manageable components to ensure all aspects of the ISO 45001
implementation are addressed systematically.

WBS Levels:
1. Phase 1: Planning and Preparation

o Define project scope and objectives.

o Conduct gap analysis.
o Develop initial project plan.
2. Phase 2: Documentation Development

o Create or revise the OHS policy.

o Develop risk assessment and hazard management
procedures.
o Establish document control processes.
3. Phase 3: Training and Awareness

o Identify training needs.

o Conduct awareness sessions for employees.
o Evaluate training effectiveness.
4. Phase 4: Implementation

o Implement procedures and controls.

o Establish emergency preparedness measures.
o Monitor initial system performance.
5. Phase 5: Internal Audit and Review

o Conduct internal audits.

o Organize management review meetings.
o Address non-conformances.
6. Phase 6: Certification Audit

o Prepare for Stage 1 and Stage 2 audits.

o Work with the certification body.
o Obtain ISO 45001 certification.
7.2 Activities and Tasks

Each WBS phase comprises specific activities and tasks to ensure

successful implementation.

Phase 1: Planning and Preparation

 Appoint the project manager and team.

 Identify legal and regulatory requirements.
 Set project milestones and deadlines.

Phase 2: Documentation Development

 Draft and approve the OHS policy.

 Create templates for incident reporting, risk assessments, and
training records.
 Establish documentation review and approval processes.

Phase 3: Training and Awareness

 Develop a training calendar.

 Conduct workshops for management and staff.
 Ensure employees understand their roles in the OHSMS.

Phase 4: Implementation

 Launch the OHS policy and communicate to employees.

 Begin using hazard identification and incident management
procedures.
 Monitor compliance and effectiveness through initial
performance reviews.

Phase 5: Internal Audit and Review

 Create an internal audit plan.

 Conduct internal audits using a checklist.
 Document findings and corrective actions.

Phase 6: Certification Audit

 Select a certification body.

 Prepare documents and records for the Stage 1 audit.
 Conduct Stage 2 audit and resolve non-conformities.
7.3 Project Schedule (Timeline)

A timeline ensures timely completion of activities and milestones.

Below is a sample timeline for ISO 45001 implementation (can be
adjusted based on organization size and complexity)

Phase Activities Timeline

Planning and Gap analysis, team formation Month 1
Preparation
Documentation Drafting and approval of Months 2–3
Development procedures
Training and Employee training and Months 3–4
Awareness competency building
Implementation Implementation of procedures Months 4–6
and controls
Internal Audit and Conduct internal audits and Months 6–7
Review reviews
Certification Audit Certification body audits and Months 7–8
corrections
7.4 Resource Allocation

Effective resource allocation ensures the right personnel and tools

are assigned to each phase.

Human Resources:

1. Project Manager: Oversees the entire implementation

process.
2. OHS Team: Develops policies, conducts risk assessments, and
monitors compliance.
3. Internal Auditors: Conducts audits and identifies non-
conformities.
4. Trainers: Facilitates training programs for employees.
5. External Consultants (optional): Provides expertise and
guidance.

Financial Resources:

 Budget for certification body fees.

 Costs for training programs and materials.
 Expenses for hiring consultants (if applicable).
Material Resources:

 Document control systems/software.

 Training aids (e.g., manuals, videos).
 Tools for monitoring and measurement (e.g., risk assessment
tools).

Technology Resources:

 Software for OHSMS implementation (e.g., compliance

management systems).
 Online platforms for training and communication.

8. Communication Plan

A robust communication plan is essential for ensuring effective

information flow during the implementation of the ISO 45001
Integrated Management System. This plan outlines the strategies
for engaging internal and external stakeholders, as well as ensuring
regular updates and reporting on project progress.

8.1 Internal Communication Strategies

Objective: Ensure employees at all levels are informed, engaged,

and understand their roles in implementing and maintaining the
OHSMS.

Key Elements:

1. Awareness Campaigns:
o Conduct OHS awareness sessions to inform employees
about the benefits and purpose of ISO 45001.
o Use posters, newsletters, and videos to reinforce key
messages.

2. Regular Team Meetings:

o Schedule department-level meetings to discuss project
milestones, updates, and action points.
o Encourage two-way communication to gather employee
feedback and concerns.

3. Communication Channels:
o Utilize email, intranet portals, and notice boards to share
updates.
 o Use team collaboration tools (e.g., MS Teams, Slack) for
quick updates and discussions.

4. Role-Specific Communication:
o Tailor communication for various employee roles to focus
on their specific contributions to the OHSMS.
o Provide targeted training sessions for managers,
supervisors, and workers.

5. Feedback Mechanisms:
o Set up suggestion boxes (physical or digital) to collect
anonymous employee feedback.
o Conduct surveys to assess the effectiveness of internal
communication.

Deliverables:

 Communication matrix outlining roles and responsibilities.

 Schedule of internal meetings and awareness campaigns.
 Feedback reports and analysis.

8.2 Communication with External Stakeholders

Objective: Ensure all external stakeholders are adequately

informed about the organization’s progress in ISO 45001
implementation and how it impacts them.

Key Stakeholders:

 Contractors and Suppliers

 Customers
 Regulatory Authorities
 Certification Bodies
 Local Communities (if applicable)

Key Elements:

1. Stakeholder Identification:
o Identify and categorize stakeholders based on their roles
and influence.

2. Information Sharing:
 o Share relevant policies and procedures with contractors
and suppliers to ensure alignment.
o Inform regulatory authorities about compliance progress
as required.

3. Dedicated Communication Channels:

o Establish communication protocols for external parties
(e.g., emails, official letters, meetings).
o Provide supplier/contractor portals for sharing OHS
requirements.

4. Engagement Activities:
o Conduct contractor and supplier briefings to
communicate expectations.
o Share project updates with customers through
newsletters or press releases.

5. Incident Communication:
o Define a protocol for communicating incidents or
emergencies to external stakeholders promptly.

Deliverables:

 Stakeholder register and communication plan.

 Contractor and supplier communication guides.
 Reports or presentations for external audiences.

8.3 Regular Project Updates and Reporting

Objective: Maintain transparency and accountability by providing

regular updates on project progress to both internal and external
stakeholders.

Key Elements:

1. Update Frequency:

oProvide weekly or bi-weekly updates to the

implementation team.
o Share monthly progress reports with senior management.
2. Progress Reports:

o Include key milestones achieved, ongoing tasks, and

upcoming activities in reports.
 oHighlight risks, challenges, and mitigation measures.
3. Progress Review Meetings:

oConduct regular project review meetings with the

implementation team and stakeholders.
o Use these meetings to align on priorities, address
concerns, and identify support needs.
4. Visual Reporting Tools:

oUse dashboards, charts, and graphs to visually represent

project progress.
o Highlight compliance metrics, such as the percentage of
procedures developed or training completed.
5. Documentation of Updates:

o Maintain a centralized repository for all project updates

and reports for easy access and reference.

Deliverables:

 Weekly/Monthly progress reports.

 Meeting minutes and action items.
 Project progress dashboards.

Key Tools and Resources for Communication Plan

 Templates:
o Stakeholder Communication Matrix
o Progress Report Template
o Meeting Agenda and Minutes Template

 Tools:
o Project management software (e.g., Microsoft Project,
Asana, or Trello) for tracking and communication.
o Internal collaboration tools (e.g., MS Teams, Slack) for
real-time updates.

9. Risk Management

Risk management is a critical component of the project to ensure

the successful implementation of the ISO 45001 Integrated
Management System (IMS). It helps identify potential risks, mitigate
them effectively, and prepare contingency plans to minimize their
impact.

9.1 Identification of Project Risks

The first step in risk management is to identify potential risks that

may affect the project’s success. Common categories of risks
include:

1. Strategic Risks:
o Misalignment of the project’s goals with organizational
priorities.
o Resistance to change from key stakeholders.

2. Operational Risks:
o Lack of resources (time, budget, personnel).
o Delays in document preparation or approvals.
o Insufficient training for employees.

3. Compliance Risks:
o Failure to meet legal and regulatory requirements.
o Misinterpretation of ISO 45001 standards.

4. Technical Risks:
o IT system failures or security breaches in document
control systems.
o Inadequate integration with existing management
systems (e.g., ISO 9001, ISO 14001).

5. External Risks:
o Changes in regulatory or legal frameworks.
o Disruptions caused by external stakeholders (e.g.,
certification bodies, suppliers).

Deliverables:

 Risk Identification Matrix: A document listing all identified

risks, their categories, and potential impact.
9.2 Risk Mitigation Strategies

Once risks are identified, develop strategies to mitigate them

effectively. Each strategy should aim to reduce the likelihood of
occurrence or minimize the impact of the risk. Common strategies
include:

1. Proactive Planning:

oConduct thorough training for the implementation team

on ISO 45001 requirements.
o Ensure resources (budget, personnel, and time) are
allocated appropriately at the planning stage.
2. Stakeholder Engagement:

oConduct regular meetings with stakeholders to

communicate the project’s progress and address
concerns.
o Assign change management champions to address
resistance and drive awareness.
3. Compliance Checks:

oPerform regular compliance checks with legal and ISO

45001 requirements throughout the project.
4. Technology Backup:

o Implement secure and reliable IT systems for document

management.
o Use version control systems to prevent data loss or
misuse.

5. Project Monitoring:

o Develop a project monitoring framework with KPIs to

track progress and identify deviations early.

Deliverables:

 Risk Mitigation Plan: A document outlining strategies for each

identified risk and the responsible person/team for
implementation.
9.3 Contingency Plans

Contingency plans ensure that the project can recover quickly if

risks materialize. These plans should focus on maintaining project
continuity and minimizing delays or disruptions. Steps to create
contingency plans include:

1. Prioritization of Risks:

oClassify risks based on severity (High, Medium, Low)

using a Risk Assessment Matrix.
o Focus on high-severity risks for detailed contingency
planning.
2. Develop Backup Plans:

o Create alternative timelines and resource allocations to

account for unexpected delays.
o Establish alternative workflows for critical processes (e.g.,
if a system failure occurs).
3. Crisis Response Teams:

oForm a team responsible for managing risk incidents and

activating contingency plans.
o Assign roles for rapid decision-making during a crisis.
4. Testing and Validation:

o Conduct mock scenarios or tabletop exercises to test

contingency plans.
o Adjust plans based on feedback from testing.

Examples of Contingency Plans:

 Risk: Insufficient employee training leading to gaps in

understanding.
o Contingency: Conduct additional training sessions and
provide e-learning modules for remote accessibility.

 Risk: Delay in document approval processes.

o Contingency: Develop a fast-track approval system for
high-priority documents.

 Risk: Resistance to change from employees or management.

 o Contingency: Schedule additional stakeholder
engagement meetings and hire external consultants if
required.

Deliverables:

 Contingency Plan Document: A plan detailing steps to respond

to risks that materialize, including responsible teams and
timelines.

Key Tools for Risk Management

1. Risk Register: A dynamic document to track identified risks,

mitigation strategies, and contingency plans.
2. Risk Assessment Matrix: A tool to prioritize risks based on
likelihood and impact.
3. Performance Dashboards: Use project management
software to monitor risks and track the status of mitigation
efforts.

10. Training and Awareness

10.1 Identification of Training Needs

Objective: Identify and assess training requirements across the

organization to ensure that employees, contractors, and other
stakeholders are knowledgeable and competent in their roles
concerning the Occupational Health and Safety Management
System (OHSMS).

Steps:

1. Conduct a Training Needs Analysis (TNA):

o Review job descriptions and responsibilities for all roles.

o Identify specific skills, knowledge, and competencies
required to comply with ISO 45001 requirements.
o Include technical training (e.g., risk assessment,
emergency preparedness) and general awareness
sessions.
 2. Consider Stakeholder Groups:

Management: Training on strategic implementation and

o
leadership in OHS.
o Employees: Training on hazard identification, reporting,
and safe work practices.
o Contractors and Vendors: Awareness of the
organization’s OHS policies and procedures.
3. Assess Existing Competency Levels:

Evaluate current training records.

o
o Identify gaps between required and existing competency
levels.
4. Regulatory and Legal Requirements:

o Ensure training includes compliance with legal,

regulatory, and ISO 45001 standards.
o Include specific training topics mandated by local laws
(e.g., fire safety, first aid).

Outputs:

 Training Needs Matrix.

 Gap Analysis Report for Training.

10.2 Training Schedules

Objective: Develop and execute a structured training schedule to

meet identified needs while minimizing disruption to operations.

Steps:

1. Prepare a Training Plan:

o Include the types of training required (e.g., classroom, on-

the-job, e-learning).
o Identify priorities based on critical roles and deadlines.
2. Develop a Schedule:
 o Short-Term Training: Immediate training for
compliance, such as hazard identification and emergency
response.
o Long-Term Training: Ongoing development programs
for leadership, auditing, and process improvement.
3. Allocate Resources:

o Assign trainers (internal or external) and training venues.

o Use a mix of internal resources (e.g., supervisors) and
external experts (e.g., ISO 45001 consultants).
4. Communicate the Schedule:

o Notify employees in advance through emails, bulletin

boards, or intranet portals.
o Ensure schedules accommodate shifts and minimize
operational disruptions.
5. Monitor Progress:

o Track attendance using training attendance sheets or

digital systems.
o Ensure all employees complete mandatory training.

Outputs:

 Comprehensive Training Schedule.

 Attendance Records.
 Training Calendar Displayed for All Departments.

10.3 Competency Evaluation

Objective: Ensure that the training provided effectively builds the

required competencies and that employees are capable of
performing their roles in alignment with ISO 45001.

Steps:

1. Develop Competency Criteria:

o Define what “competency” means for each role (e.g.,

ability to conduct risk assessments, knowledge of
emergency procedures).
 oAlign criteria with ISO 45001 requirements.
2. Evaluation Methods:

o Knowledge Testing: Written or online quizzes to assess

understanding of OHS policies and procedures.
o Practical Assessments: Observation of skills, such as
using safety equipment or conducting inspections.
o Feedback Mechanisms: Collect feedback from
participants and supervisors about the effectiveness of
training.
3. Certification and Records:

oIssue certificates for completed training programs.

o Maintain records of competency evaluations in personnel
files.
4. Continuous Improvement:

o Use evaluation results to refine training programs.

o Identify employees who need additional or refresher
training.

Outputs:

 Competency Evaluation Forms.

 Training Certificates.
 Competency Gap Reports.

Summary of Deliverables for Training and Awareness

1. Training Needs Matrix: Comprehensive mapping of required

vs. existing skills.
2. Training Plan and Schedules: Detailed plan with timelines
and topics.
3. Attendance Records: Documentation of participants in each
training session.
4. Competency Evaluation Records: Evidence of skills
assessed and certifications issued.
5. Refresher Training Plans: Schedule for periodic training
updates to ensure ongoing compliance.

11. Monitoring and Measurement

11.1 Key Performance Indicators (KPIs)

Objective: To define measurable indicators that assess the

performance and effectiveness of the Occupational Health and
Safety Management System (OHSMS).

Key Activities:

1. Identify relevant KPIs aligned with the OHS objectives and

legal/ISO 45001 requirements.
2. Ensure KPIs are Specific, Measurable, Achievable, Relevant,
and Time-bound (SMART).
3. Categorize KPIs into leading and lagging indicators:
o Leading Indicators: Metrics that predict safety
performance, e.g., training completion rates, near-miss
reporting.
o Lagging Indicators: Metrics that reflect past
performance, e.g., number of incidents, lost time injury
rate (LTIR).

Examples of KPIs:

 Safety Performance Metrics:

o Number of workplace incidents (minor, major).
o Frequency and severity rates of injuries.
o Lost Time Injury Frequency Rate (LTIFR).
 Training and Awareness Metrics:
o Percentage of employees trained on safety procedures.
o Attendance rate in safety drills and awareness programs.
 Risk and Hazard Management Metrics:
o Percentage of identified risks mitigated within a defined
timeframe.
o Number of safety inspections/audits conducted.
 Compliance Metrics:
o Percentage compliance with legal and regulatory
requirements.
o Number of non-conformances reported in internal audits.

Deliverables:

 List of selected KPIs.

 KPI tracking template or dashboard.
11.2 Monitoring Progress Against Objectives

Objective: To ensure the organization is progressing toward

achieving its defined health and safety objectives.

Key Activities:

1. Establish baseline measurements for each KPI.

2. Set periodic review schedules to assess progress (e.g., weekly,
monthly, quarterly).
3. Use monitoring tools such as:
o Risk assessment registers.
o Incident reporting systems.
o Training completion records.
4. Compare performance against defined objectives and targets.
5. Regularly communicate progress updates to stakeholders
(e.g., management, employees).

Methods:

 Utilize visual tools like dashboards, graphs, and charts to track

progress.
 Conduct periodic review meetings to evaluate KPI trends and
progress.
 Integrate data from monitoring systems (e.g., incident reports,
audit findings) into management review processes.

Deliverables:

 Monitoring reports summarizing KPI performance.

 Progress evaluation charts (e.g., trends in injury rates, training
coverage).
 Recommendations for improvement based on monitoring
results.

11.3 Corrective Actions

Objective: To address non-conformances, incidents, and areas of

underperformance in a systematic and timely manner.

Key Activities:

1. Identification of Issues:
 o Identify gaps or deviations in performance through
audits, inspections, or monitoring data.
o Record non-conformances and incidents in a Corrective
Action Log.
2. Root Cause Analysis:
o Conduct root cause analysis (RCA) to understand the
underlying reasons for the issue.
o Use tools such as the 5 Whys or Fishbone Diagrams to
identify causes.
3. Corrective Action Planning:
o Define specific actions to address the root cause and
prevent recurrence.
o Assign responsibility and deadlines for implementing
corrective actions.
4. Implementation:
o Execute corrective actions, ensuring they address both
immediate and long-term concerns.
5. Verification and Closure:
o Verify the effectiveness of corrective actions through
follow-up inspections or audits.
o Close out corrective actions only after confirming
successful resolution.

Key Elements of Corrective Actions:

 Priority Levels: Rank actions based on urgency (e.g., critical,

high, medium, low).
 Documentation: Maintain records of identified issues, actions
taken, and resolution status.
 Communication: Inform relevant stakeholders about
corrective actions and their progress.

Deliverables:

 Corrective Action Log/Tracker.

 Root Cause Analysis Reports.
 Evidence of corrective action implementation (e.g., updated
procedures, training records).
 Status updates on open and closed corrective actions.

Integration of Sections
 1. KPIs inform monitoring and measurement: KPIs are
tracked to evaluate the system's performance and identify
gaps.
2. Monitoring progress ensures objectives are met: Regular
reviews highlight deviations and prompt action.
3. Corrective actions close the loop: Issues identified through
KPIs or monitoring are addressed, ensuring continual
improvement.

12. Internal Audit

12.1 Internal Audit Plan

Objective:
To systematically assess the effectiveness of the Occupational
Health and Safety Management System (OHSMS) and ensure
compliance with ISO 45001 requirements.

Key Components of the Internal Audit Plan:

1. Purpose:
o Evaluate the implementation and effectiveness of the
OHSMS.
o Identify non-conformities, opportunities for improvement,
and areas of excellence.
2. Scope:
o Covers all processes, procedures, and departments within
the defined scope of the OHSMS.
o Includes hazard identification, risk assessment, incident
management, training, and emergency preparedness.
3. Frequency:
o Conduct internal audits quarterly or semi-annually,
depending on organizational needs and risks.
4. Audit Criteria:
o ISO 45001:2018 requirements.
 oOrganization’s policies, objectives, and documented
procedures.
o Relevant legal and regulatory requirements.

5. Audit Methods:
o Document review.

o On-site verification (interviews, observations, and

inspections).
6. Audit Schedule:
o Develop an annual audit schedule that prioritizes high-
risk areas and critical processes.

Deliverables:

 Internal Audit Plan and Schedule.

 Audit Criteria and Checklist.

12.2 Roles and Responsibilities in the Audit

Audit Team Members:

 Comprise individuals trained in internal auditing and familiar

with ISO 45001 requirements.
 Team members must be independent of the area being
audited to ensure objectivity.

Key Roles:

1. Audit Coordinator:
o Prepares the audit plan and communicates it to relevant
stakeholders.
o Ensures availability of resources (personnel, time, tools).
2. Lead Auditor:
o Oversees the audit process, assigns tasks to team
members, and ensures adherence to the plan.
o Provides guidance to auditors and resolves conflicts
during the audit.
3. Auditors:
o Conduct the audit activities (e.g., interviews, inspections,
and document reviews).
 o Record evidence and report non-conformities and
observations.
4. Auditees:
o Provide access to relevant documents, records, and
processes.
o Cooperate during interviews and inspections.
5. Management:
o Review the audit findings and approve corrective action
plans.
o Allocate resources for addressing non-conformities and
implementing improvements.

12.3 Reporting Audit Findings

Steps to Report Audit Findings:

1. Evidence Collection:
o Collect objective evidence during the audit process (e.g.,
records, observations, interviews).
o Ensure findings are based on factual and verifiable
information.
2. Finding Classification:
o Conformance: Areas meeting ISO 45001 requirements
and organizational policies.
o Non-Conformance: Deviations from ISO 45001, legal
requirements, or internal procedures.
o Observations: Potential risks or opportunities for
improvement that are not non-conformities.
3. Audit Report:
o Structure of the report:
 Audit Scope and Objectives.
 Summary of Findings.
 Detailed Findings (including evidence for non-
conformities and observations).
 Recommendations for Improvement.
o Use clear, concise language to ensure stakeholders
understand the findings.
4. Non-Conformance Report (NCR):
o For each non-conformance, document:
 Description of the issue.
 Reference to the relevant clause of ISO 45001 or
internal policy.
 Supporting evidence.
 Required corrective action.
5. Action Plan:
o Collaborate with process owners to develop an action
plan for addressing non-conformities.
o Set deadlines and assign responsibilities for corrective
actions.

Audit Follow-Up:

 Conduct follow-up audits to verify the effectiveness of

corrective actions.
 Update the audit report with the status of each finding (e.g.,
resolved, in-progress, or pending).

Deliverables:

 Internal Audit Report.

 Non-Conformance Reports (NCRs).
 Corrective and Preventive Action Plans.

13. Certification Process

13.1 Selection of Certification Body

The selection of a certification body is a critical step to ensure a

smooth and credible certification process.

Activities:
1. Research and Shortlist Certification Bodies:

oIdentify certification bodies accredited by a recognized

accreditation body (e.g., UKAS, ANAB).
o Ensure the certification body specializes in ISO 45001 and
has experience in your industry.
2. Evaluate Certification Bodies:

o Review reputation, client feedback, and pricing.

o Check for additional support services, such as pre-
assessment audits.
o Confirm their audit team has relevant expertise in
occupational health and safety.
 3. Request for Proposal (RFP):

oRequest detailed proposals from shortlisted certification

bodies, including timelines, costs, and audit processes.
4. Select the Certification Body:

o Choose a body based on cost-effectiveness, experience,

and alignment with your organization’s requirements.

Deliverables:


 Shortlist of Certification Bodies
 Signed Agreement with Selected Certification Body

13.2 Certification Audit Preparation

Effective preparation for the certification audit ensures a higher

likelihood of successful certification.

Activities:
1. Review of Documentation:

o Ensure all OHSMS documentation is updated and reflects

implementation.
o Include the OHS policy, risk assessments, procedures,
and performance records.
2. Internal Pre-Certification Audit:

oConduct a full internal audit to identify non-conformities

or gaps in the system.
o Implement corrective actions to address any identified
gaps.
3. Employee Readiness:

o Train employees on how to respond during an audit.

o Conduct mock interviews to familiarize key personnel
with the audit process.
4. Site Inspection Preparation:

o Verify that all physical sites meet ISO 45001

requirements.
 Ensure emergency preparedness plans, safety signage,
o
and PPE compliance are in place.
5. Management Review:

o Conduct a formal management review meeting to ensure

top management is aware of and supports the system.

Deliverables:

 Updated Documentation
 Internal Audit Reports and Corrective Action Plans
 Management Review Meeting Minutes

13.3 Certification Audit Timeline

The certification audit typically consists of two stages: Stage 1

(Readiness Review) and Stage 2 (Certification Audit). Below is
a detailed timeline:

Stage 1: Readiness Review

 Purpose: Evaluate the organization’s preparedness for the
certification audit.
 Key Activities:
1. Review documented information (e.g., policies,
procedures, risk assessments).
2. Verify that the scope of the OHSMS aligns with ISO 45001
requirements.
3. Identify areas needing improvement before the Stage 2
audit.
 Expected Duration: 1-3 days (depending on the size and
complexity of the organization).

Stage 2: Certification Audit

 Purpose: Assess the effective implementation of the OHSMS
across the organization.
 Key Activities:
1. On-site verification of compliance with ISO 45001
requirements.
2. Auditor interviews with employees and management.
 3. Evaluation of hazard identification, risk assessment, and
emergency response processes.
4. Review of performance records, monitoring, and
corrective actions.
5. Issuance of a report identifying any non-conformities or
recommendations.
 Expected Duration: 2-5 days (depending on the size and
number of locations).

Audit Outcome:

 If non-conformities are identified, the organization will be

given a timeframe (e.g., 30-60 days) to address them.
 Upon successful closure of non-conformities, the certification
body will issue the ISO 45001 certificate.

Deliverables:

 Certification Audit Plan

 Audit Findings and Reports
 ISO 45001 Certificate

14. Project Budget

14.1 Estimated Costs for Each Phase

The implementation of ISO 45001 involves various phases, each

requiring a dedicated budget. Below are estimated cost categories
for each phase:

Phase Estimated Cost Breakdown

Cost (in
USD)
Phase 1: Planning $3,000 - Initial gap analysis, stakeholder
and Preparation $5,000 meetings, project planning, and
baseline data collection.
Phase 2: $5,000 - Development of policies,
Documentation $8,000 procedures, and document control
Development systems.
Phase 3: Training and $4,000 - Employee training sessions,
Awareness Programs $6,000 materials development, and
awareness campaigns.
Phase 4: $6,000 - Rollout of processes, procurement
Implementation $10,000 of tools (e.g., software, PPE), and
implementation of controls.
Phase 5: Internal $3,000 - Internal audits, management
Audit and Review $5,000 reviews, and addressing non-
conformities.
Phase 6: Certification $8,000 - Certification body fees for Stage 1
Audit $15,000 and Stage 2 audits, plus follow-up
audit costs.
Total Estimated Cost $29,000 -
$49,000

14.2 Resource Costs (e.g., Training, Consultants)

Resource costs include internal and external expenditures required

to implement the ISO 45001 system effectively.

Resource Type Estimated Details

Cost (in
USD)
Internal Resources $5,000 - Staff time dedicated to planning,
$8,000 training, documentation, and
audits.
Training Programs $4,000 - Employee awareness programs,
$6,000 risk management training, and
competency-building workshops.
Consultants $10,000 - External consultants for gap
$15,000 analysis, documentation, training,
and implementation support.
Software Tools $3,000 - Procurement of software for
$5,000 document control, risk
management, and incident
reporting.
Equipment/ $2,000 - Investments in personal
Infrastructure $4,000 protective equipment (PPE),
emergency kits, and system
upgrades.
Certification Body Fees $8,000 - Fees for Stage 1 and Stage 2
$15,000 certification audits by an
accredited body.
Total Resource Cost $32,000 -
$53,000

14.3 Contingency Budget

A contingency budget ensures unforeseen costs are covered during

the project. It typically accounts for 10-15% of the total project cost.

Contingency Estimated Details

Type Cost (in
USD)
Unplanned $3,000 - Unexpected costs such as
Expenses $5,000 additional training, emergency
equipment purchases, or extended
timelines.
Regulatory $2,000 - Costs arising from new or updated
Changes $4,000 legal or regulatory requirements.
Audit Non- $1,000 - Addressing non-conformities or
Conformities $2,000 corrective actions required post-
audit.
Total $6,000 -
Contingency $11,000
Budget

Summary of Total Estimated Budget

The total project cost, including all phases, resources, and

contingencies, can be summarized as follows:

Budget Component Estimated Cost (in USD)

Project Phases $29,000 - $49,000
Resource Costs $32,000 - $53,000
Contingency Budget $6,000 - $11,000
Total Budget Estimate $67,000 - $113,000

Key Notes:

1. The actual costs will vary depending on the organization's size,

complexity, and existing OHSMS maturity.
2. Investing in quality training and consultancy services upfront
can reduce long-term costs and ensure smooth certification.
3. Regular budget reviews should be conducted to track
expenses and adjust for any changes during the project.

15. Project Evaluation and Closure

This section ensures the ISO 45001 project is evaluated for its
success, lessons learned are documented, and the implemented
system is handed over for ongoing maintenance.
15.1 Review of Implementation Success

 Objective: Assess the success of the project against the initial

objectives and milestones to determine if the desired
outcomes were achieved.
 Key Activities:
1. Performance Evaluation:
 Compare the achieved outcomes with the project
goals (e.g., compliance with ISO 45001, reduced
risks, improved safety culture).
 Assess Key Performance Indicators (KPIs) such as
the reduction in incidents, improvement in employee
engagement, and effectiveness of risk controls.
2. Stakeholder Feedback:
 Collect feedback from employees, managers, and
other stakeholders involved in the implementation
process.
 Evaluate the effectiveness of training,
communication, and overall engagement during the
project.
3. Final Gap Analysis:
 Conduct a final review to ensure all identified gaps
from the initial assessment have been addressed.
 Identify any remaining or emerging risks that require
attention.

 Deliverables:

o Final Performance Report

o Stakeholder Feedback Summary
o Updated Risk Register

15.2 Lessons Learned

 Objective: Document lessons learned throughout the project
to improve future management system implementations or
similar initiatives.

 Key Activities:

1. Identify Successes:
 Highlight processes or strategies that worked well
during the project (e.g., effective team collaboration,
efficient document control systems).
 2. Address Challenges:
 Identify challenges encountered during the project,
such as delays, resource constraints, or resistance to
change.
 Document how these challenges were overcome or
mitigated.
3. Collaboration with Stakeholders:
 Conduct post-project meetings with key
stakeholders to gather input on what could be
improved.
 Use structured tools like a Lessons Learned Log to
categorize and prioritize feedback.
4. Standardization of Best Practices:
 Develop a framework to incorporate successful
strategies into future projects.
 Deliverables:

o Lessons Learned Report

o Best Practices Framework
o Continuous Improvement Recommendations

15.3 Project Handover

 Objective: Transition the ISO 45001 system from the

implementation phase to the ongoing operational phase,
ensuring sustainability and compliance.
 Key Activities:
1. Handover Documentation:
 Provide the OHSMS documentation (e.g., policies,
procedures, training records) to the responsible
teams for maintenance.
 Ensure that all records are up-to-date and stored in
an accessible and secure manner.
2. Operational Team Training:
 Train the OHSMS team and relevant personnel on
maintaining the system, conducting audits, and
managing non-conformances.
 Ensure competency in using tools such as the Risk
Register and Document Control System.
3. Establish Maintenance Plans:
 Develop a schedule for ongoing activities such as
internal audits, management reviews, and
continuous improvement initiatives.
 Define roles and responsibilities for maintaining
compliance with ISO 45001.
4. Sign-off and Acceptance:
 Conduct a final review meeting with senior
management to sign off on the project deliverables.
 Formally transition ownership of the system to the
operational team.

 Deliverables:

o Handover Report
o Updated OHSMS Documentation
o Training Records for Maintenance Team
o Maintenance and Continuous Improvement Plan

Key Points for Project Closure

1. Conduct a final project review meeting to present the

evaluation findings, lessons learned, and handover details to
stakeholders.
2. Ensure the system is operationally ready with all required
resources, training, and documentation.
3. Celebrate project completion to recognize the efforts of the
implementation team and motivate ongoing commitment to
ISO 45001.

16. Appendices

16.1 Templates

Attached

16.2 Glossary of Terms

This section defines key terms and abbreviations used throughout

the project plan to ensure clarity and understanding.

1. Key Terms:
 o ISO 45001: International standard for Occupational
Health and Safety Management Systems.
o OHSMS: Occupational Health and Safety Management
System.
o Risk Assessment: A systematic process to identify and
evaluate potential hazards.
oDocumented Information: Information required to be
controlled and maintained by the organization.
2. Common Abbreviations:

o PPE: Personal Protective Equipment

o KPI: Key Performance Indicator
o LOTO: Lockout-Tagout
o EMS: Environmental Management System (ISO 14001)
3. Key ISO Terms:

o Context of the Organization: Understanding the

internal and external issues that affect OHSMS.
o Interested Parties: Individuals or groups that have an
interest in the organization’s OHS performance.

16.3 References and Supporting Documents

This section lists all supporting resources, references, and

documents used in the development and implementation of the ISO
45001 management system.

1. ISO Standards:

o ISO 45001:2018 - Occupational Health and Safety

Management Systems
o ISO 14001:2015 - Environmental Management Systems (if
integrated)
o ISO 9001:2015 - Quality Management Systems (if
integrated)
2. Legislation and Regulatory Requirements:

o Local occupational health and safety regulations.

 o Environmental and labor laws relevant to the
organization.
3. Internal Documents:

o Organization’s OHS Policy.

o Procedures for hazard identification, risk assessment, and
incident reporting.
o Emergency Response Plans.
o Internal Audit Plans.
4. External References:

o Guidelines from certification bodies.

o Industry best practices for OHS management.
5. Tools and Software:

o Risk assessment tools.

o Document management systems.
o Performance monitoring and data visualization platforms.