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After commitments and resources have been secured, and culture‐conditioning efforts initiated, existing MS and approaches need to be characterized.

When considering the development and implementation of a formal OHSMS (e.g. ISO 45001 or ANSI Z10), it is not uncommon to find many aspects of the system already in place. Organizations have some degree of formal management system elements in place already even though they may not be well distinguished. Existing MS may include ISO 9001, ISO 14001, or organization's unique systems. Every organization has a system they use to manage OHS issues. Where no formal system exists, there are usually identified leaders and responsible parties.

Early in the development and implementation process, it is necessary to characterize the existing program/system elements (e.g. OH&S policies and procedures), as well the organization's business and operational processes, and begin identifying how the OHSMS will be integrated with them, or visa versa.

A management system document pyramid model is a useful tool to help the development and implementation efforts (Figure 7). It provides a way categorize and sort documentation within four levels which are:

 Level I is the highest level that contain OH&S policies, and in some cases a policy manual. In large organizations, these are often referred to as “corporate level” documents that all business units must follow.

 Level II documents are typically procedures that address specific activities such as lock‐out‐tag‐out, eye‐wash, and respiratory protection requirements and processes such as competency, planning and monitoring /measurement. When beginning to implement an OHSMS, organizations find that most of their documents are level II procedures (or process descriptions). It is typically the case that level II documents are also referred to “corporate” level documents: however, these can vary between business units.

 Level III documents are specific guidelines, work instructions, and standard operating procedures and are typically unique to a plant or business unit. These documents define how an activity or process will occur.

 Level IV documents are records used to either manage the system or are outputs from it. These can be, for example, forms/templates, training presentations, or monitoring records that are generated to provide artifacts of conformance with the standard.

FIGURE 7 Management system pyramid.

FIGURE 8 Gap analysis example.