• Conduct a kickoff meeting to define project type, duration, workforce size, and risk profile.

• Identify industry regulations (e.g. MHSA, OHS Act, Construction Regulations, ISO 45001).

• Review existing documentation: past audits, incidents, or compliance gaps.

• Establish communication channels and assign an HSE point of contact.

Deliverables:

• Client needs analysis form.

• HSE engagement agreement or service-level contract.

Gather company documentation:

• Letter of Good Standing (COIDA)

• Proof of Registration with Department of Labour

• Company profile and organogram

• Competency certificates

• Review contractor policies for alignment with client requirements

• Verify licences and permits

Deliverables:

• Legal compliance checklist.

• Verified document register for safety file inclusion.

Develop or align the following system components:

• HSE Policy Statement
• Risk Assessment and Method Statements (RAMS)
• Emergency Preparedness & Response Plan
• Training and Competency Matrix
• Incident Reporting & Investigation Procedure
• Audit and Inspection Schedule
• Configure a digital SMS repository

Deliverables:

• Client-specific HSE Manual or SMS framework.

• Risk register and control hierarchy matrix

Compile site-specific documentation:

• Appointment letters
• Baseline and task risk assessments
• Toolbox talk schedule
• PPE issuance records
• Medical surveillance records

Includes supporting annexures: training records, inspection logs, and equipment registers.

Review file internally before submission to the principal contractor or client.

Deliverables:

• Digital and physical safety file ready for site submission.

• Safety File Review Sheet (signed off by HSE manager).

• Conduct client and site-specific inductions.

• Verify all personnel are medically fit and trained for their tasks.

• Issue access cards, permits-to-work, and emergency contact details.

• Schedule initial site inspection and toolbox meeting.

Deliverables:

• Induction attendance register.

• Site access confirmation and mobilization checklist.

• Perform regular audits, inspections, and observations.
• Track document expiry dates (e.g. medicals, training, COIDA).
• Record and close out non-conformances using HSE software tools.
• Conduct monthly performance reviews and submit reports to the client.

• Conduct a close-out audit and verify all deliverables are complete.
• Archive safety documentation and incident reports.
• Issue completion certificates and feedback surveys.
• Review performance trends to improve future onboarding efficiency.