In today’s companies a large volume of data relevant to OSH management processes is generated and stored in databases, paper documents and on mobile devices. Data is retrieved and processed by many employees and managers in various organizational departments where various processes, systems and applications are in use. The availability of this data supports effective OSH management, however multiplicity and diversity of data carriers, users and sources make it difficult for managers to identify the most crucial data, and make practical use of them.
KPI-OSH Tool is an Excel VBA Macro-based application intended to support managers in measuring and monitoring performance of an OSH management system. The Tool is user-friendly, flexible, and can be easily tailored to the user’s needs and organizational structure. An initial screenshot of the KPI-OSH Tool is shown below.
The purpose of the KPI-OSH Tool is to collect, process and transform data into accurate, complete, relevant and up-to-date information that could efficiently support OSH management decision-making and continuous improvement. The measurement methodology is based on the use of Key Performance Indicators (KPIs) assigned to core processes of an OSH management system according to the model adopted in draft ISO/DIS 45001 standard.
KPI-OSH Tool comprises 27 key leading indicators which have been selected through the use of the Analytic Hierarchic Process (AHP) as the most relevant for individual components of the OSH management system. Other criteria applied for the selection included comprehensiveness, objectivity, measurability, and cost-efficiency. The list of all 27 selected KPIs divided into six main areas of the OSH management system is presented in the Table below.
Defining the range of information needed to measure OSH management system performance
The KPI OSH Tool makes it possible to choose any number of KPIs out of 27 already predefined KPIs. The user may select and use all predefined KPIs to measure overall system performance of an OSH management system or can focus on specific system components where improvement is needed. The user can also easily create and add his or her own KPIs that best suit the company’s needs and stakeholders’ expectations.
Identification of data sources needed for KPIs
In the course of KPI selection a user can learn more about the data and processes needed to calculate respective KPI values by referring to the report with detailed KPI descriptions. In this document each KPI is clearly defined, mathematical calculation formulae are given, and measurement frequencies and colour policies for KPI diagrams are suggested. The manual will also guide the user through the process of identifying relevant data sources within the company.
Each KPI implemented in the KPI OSH Tool can be easily tailored to the user’s needs. The user can decide on measurement frequency and colour policy of diagrams for each selected KPI. It is also possible to insert names of particular company departments in order to calculate and demonstrate respective sub-KPI values. The data for calculating selected KPIs are easily entered into the database via special Excel templates designated for each KPI.
Generating reports (data visualisation)
The KPI OSH Tool offers a range of diagram forms and reports to present current and past values of KPIs. Report configuration and generation takes a few seconds. The information on KPIs is presented on graphical diagrams generated in MS Word format. The diagrams with respective descriptions can be easily copied and pasted into PowerPoint presentations or other documents in order to present them to workers as well as to senior managers responsible for decision-making. Example diagrams generated by the Tool are presented below.
- Company managers will be able to evaluate performance of particular OSH processes and thus better allocate funds needed for OSH management.
- Information generated by the KPI-OSH Tool can be used for trend analysis and comparison of OSH performance between various company departments.
- Awareness of company’s weaknesses and strengths in OSH management will enable the managers to plan and undertake respective preventive and corrective actions to avoid negative occurrences.
Since 27 February 2017 the Tool is available for free download and installation under the Resources section of the KPI-OSH Tool project webpage: https://www.oshkpitool.eu.
Permission to download and use the KPI-OSH Tool and its documentation is granted for research, educational, and not-for-profit purposes, without fee and without a signed licensing agreement.
The KPI-OSH Tool was developed within an international project: Development and validation of a KPI-based method and a user-friendly software tool for resilience-focused measurement of OSH management system performance, which was carried out in 2014-2015 by a consortium composed of three partners: CIOP-PIB (Central Institute for Labour Protection – National Research Institute, Poland), FIOH (Finnish Institute of Occupational Health, Finland) and Tecnalia Research & Innovation, Spain.
The project was funded within the framework of SAF€RA Network by CIOP-PIB, FIOH, the Finnish Ministry of Social and Health Affairs, and the Basque Institute for Occupational Safety and Health (OSALAN - Instituto Vasco de Seguridad y Salud Laborales), Basque Country, Spain.
 ILO-OSH 2001. Guidelines on occupational safety and health management systems. International Labour Organisation, Geneva, Switzerland, 2001.
 ISO/DIS 45001. Occupational health and safety management systems - Requirements with guidance for use. ISO/PC 283: Occupational health and safety management systems, 2016.
 Descriptions of Key Performance Indicators proposed for the measurement of operational performance of OSH management systems. Preliminary results of KPI-OSH Tool project achieved within Task 2.1: Prioritisation of PPIs for OSH MS components. February 2015.
 KPI-OSH Tool project website: http://www.oshkpitool.eu
 CIOP-PIB website: http://www.ciop.pl/en
 FIOH website: https://www.ttl.fi/en/
 TECNALIA website: http://www.tecnalia.com/en/
 SAF€RA website: http://www.safera.eu
 OSALAN website: http://www.osalan.euskadi.eus/s94-osalan/es/