OHS Management System: Risk Management Pages in this section:
	> Introduction to Risk Management > Aggression and Violence > Amenities > Contractor Management > Electrical Safety > Emergency Procedures > First Aid > Hazardous Substances > Manual Handling > Office Ergonomics	> Pets > Plant and Equipment Maintenance > Purchasing and Hiring of Equipment > Safe Work Procedures > Slips > Smoking Clients > Warm Water Systems > Working Alone > Working at Night

 
Purchasing and Hiring of Equipment

• What are the risks?
• Developing purchasing procedures
• Hiring of Equipment
• Templates & References
   

Purchasing

What are the risks?

Are you purchasing hazards or risks?  Your purchasing process should include risk assessments to ensure you purchase the lowest risk products for your situation.  For some purchases, (e.g. cleaning chemicals), risks may be obvious to you.  Other purchases (e.g. furniture and supplies) may pose unforeseen manual handling risks.  In order to minimise risks you should review your purchasing procedures.

Developing Purchasing Procedures

• Step 1: Identify risks
• Step 2: Determine who does the purchasing
• Step 3: Determine the purchasing process
• Step 4: Link purchasing to safe work procedures
• Step 5: Document procedures

Step 1: Identify risks

Identify the OHS risks associated with the purchase, e.g. manual handling risks due to weight, size or posture/movement required to use the equipment; risks due to other hazards, eg machinery, tools, electrical equipment, chemicals.

Step 2: Determine who does the purchasing

If a number of people are involved in purchasing at your organisation, you will need to ensure they are all aware of OHS issues related to purchasing.  It is probably best to keep purchasing procedures streamlined and limit the number of people with purchasing responsibility to a minimum.  This will ensure increased consistency with purchasing procedures and decrease need for training. 

You need to ensure that the person, who does the purchasing, consults with staff that will use the equipment or material, to identify possible OHS risks.

Step 3: Determine the purchasing process

When purchasing a new item you need to ask yourself:

• What OHS risks does the proposed purchase pose for health & safety?
• How does the proposed item for purchase deal with this risk?
• What will the organisation need to do to eliminate or control the risks associated with the proposed purchase?

Organise trials of equipment and consult staff about their preferences.  Staff are more likely to adopt the new equipment and procedures if they have been consulted.

Step 4: Link purchasing to safe work procedures

If you choose to purchase a new product you should review your safe work procedures.

• Amend safety procedure to meet the requirements of the purchase.
• Inform and train staff or residents who will use the equipment.

Step 5: Document procedures

Write up the procedures in a document which details what is done before a purchase decision is made.

Hiring of Equipment

On occasion your organisation may be required to hire equipment to meet your needs.  It is important that you choose a supplier who is able to demonstrate that the equipment is well maintained and is able to provide instruction manuals or other documentation as to how to use the equipment correctly. 

All electrical equipment should be electrically tagged and tested prior to each hire.  The supplier should provide records that this has occurred.

Training should be provided to staff on how to use the equipment correctly and how to maintain and clean the equipment including infection control procedures to be adopted.

Templates & References

WorkCover Publication: Workplace Safety Kit (A Step by Step Guide to Safety for Business) - Guide 2001, Tool 9 - Purchasing Procedures Tool

Occupational Health & Safety Regulation 2001, Chapter 5 Division 3

Pre-purchase Assessment