Integrated Management System: Combining ISO 9001, 14001 and 45001

This guide explains what an integrated management system (IMS) is, why combining ISO 9001, ISO 14001 and ISO 45001 into one system saves time and cost, and how to integrate the systems you already have. It then walks through the eight steps to ISO certification and what the standards require.

If you want ISO 45001, 9001 and 14001 in one system, our integrated management system consultants can build it with you.

Why Integrate ISO 9001, 14001 and 45001?

Managing separate frameworks for quality, safety and environmental performance often leads to duplicated effort and administrative fatigue. ISO uses a shared structure known as Annex SL, so the core clauses of the three standards are almost identical in their layout. Rather than managing three separate manuals, you develop a single set of policies and procedures that governs quality, environmental impacts and work health and safety, and your leadership team can view the business as a whole rather than as a collection of silos.

Benefits of an integrated system

• Lower audit costs: certification bodies often offer discounts when auditing an integrated system, because the auditor spends less time reviewing common clauses such as management review and document control.

• Less administration: staff follow one set of procedures, which reduces confusion and improves compliance.

• Better use of resources: instead of three managers for three systems, one team can oversee the entire compliance framework.

• Fewer conflicts: your safety measures do not conflict with your quality objectives, and safety laws are not overlooked during a quality-focused project.

What the three standards share

Most ISO management system standards share common elements such as leadership commitment, risk assessment and performance evaluation, so in an IMS you only address them once:

• Internal auditing: the process is nearly identical across all three standards, so one audit can cover quality, safety and environmental compliance at the same time.

• Document control: instead of three registers, you maintain one master document list for the whole organisation.

• Incident response: a chemical spill, for example, is both an environmental hazard and a safety risk. An integrated system makes sure the response satisfies both ISO 14001 and ISO 45001, without double-reporting or separate investigations.

How to Integrate Your Existing Systems

1. Run a gap analysis: identify where your quality, safety and environmental tasks currently overlap or contradict each other.

2. Develop an integrated policy: one policy that addresses all three disciplines sets the direction for the organisation and demonstrates leadership commitment.

3. Map your processes to Annex SL: align your processes with the shared high-level structure.

4. Create shared procedures: focus on corrective actions, non-conformity and management reviews.

The role of leadership

Successful IMS certification relies heavily on senior management. Leaders must make sure the integrated system aligns with the company's strategic direction and that quality, safety and environmental care are treated as equal priorities. Regular management reviews are the best way to monitor the health of your IMS, and they should look at data from all three standards.

Compliance across Australia

Regulatory requirements vary depending on where your business operates. Your IMS should be flexible enough to accommodate local legislation in different states, which is especially important for companies operating across multiple regions, while keeping you compliant with the WHS Act.

How Do I Get My Business ISO Certified?

Step 1: Gap Analysis (SKIP THIS?)

Many consultants will start with a gap analysis to identify gaps in your existing system, with the goal of filling these gaps to achieve certification. In our experience, many clients do not need a gap analysis and their journey starts at Step 2 below.

Even if the company has existing documentation or systems, it is usually simplest and easiest to begin with a new WHS Management System and simply "add-in" any existing documents or procedures that will add value to the new system (quite often a lot of the old documentation is retired or archived).

Step 2: Getting an Integrated Management System (IMS)

Option 1 – Purchase "Off-The-Shelf" IMS

Purchasing an off-the-shelf system is fastest and cheapest. This IMS will be generic in nature, but workplace-specific documentation can be added to the system.

Its similar to how you would make a homemade pizza – you are likely to buy the pizza base (or even a plain cheese pizza) from the supermarket, and then add your own choice of toppings. Then, bam! You have your own customised and workplace-specific Integrated Management System (or pizza! or both!).

Option 2 – Write the IMS From Scratch

This option could be a lengthy process – and it will likely need to be written by someone with experience (or a consultant). For example, the IMS Manual is typically 20 – 50 pages (or longer). The entire system could take months to create – why reinvent the wheel?

Step 3: Overview of Operations

The next steps assume you have purchased an off-the-shelf integrated management system and engaged a consultant (hopefully us!) to assist.

The real work begins! We need to learn about your company's:

• Operations

• Staff

• Work Sites / Locations

Step 4: Develop Company-Specific Documentation

Company-specific documents may include SWMS, Permit Systems or Inductions. In addition to the front-end documents, the back-end documents including Policies, Procedures and Registers (or spreadsheets) are developed. To learn about Policies and Procedures, read our detailed guide.

Step 5: Implement the Integrated Management System

Now, use the system! This can include inducting staff (with the new induction tool) and implementing Safe Work Procedures (SWPs or SWMS). You also need to conduct the following:

• HSEQ Inspection

• HSEQ Meeting (and distribute a HSEQ Alert)

• Emergency Drill

• Management Review Meeting

• Internal Audit (we help with this step)

You will also need to ensure your workplace is safe and well-managed. For example, ensuring first aid kits, spill kits and fire extinguishers are available.

Step 6: Third-Party Audit (The Easy Step)

Now you can sit back and let the auditor admire your Integrated Management System. A third-party auditor will review your documentation and workplace. There will be corrective actions (i.e. stuff that needs fixing). However, we have a 100% success rate and have never failed an audit.

Step 7: Get Your ISO 45001, 9001 and 14001 Certificates

You will be issued with certificate/s which you can display on your website and submit for tenders.

Practical tips for maintaining an integrated system

• Keep a single version of the truth in a centralised digital document repository, so staff never use outdated forms or retired procedures.

• Cross-train your internal auditors so they understand all three standards and can identify improvements across the whole business.

• Keep your processes simple and focused on what provides value to your customers and staff. Do not add complexity just to meet a clause in the standard.

Spire Safety App: keep your forms, registers and documents in one place your team can use anywhere, even offline. See the Spire Safety App in action.

Need a hand?

Spire Safety works as ISO certification consultants for Australian businesses, from gap analysis to certification and surveillance audits. Get in touch to talk it through.

Need help putting this into practice? Spire Safety builds and implements tailored WHS management systems for Australian businesses.