# ISO 45001 Organization Profile > Build and validate a shared organization profile for ISO 45001:2018 certification. Captures industry sector, worker demographics, locations, OH&S history, regulatory environment, and contractor relationships that feed into hazard identification, risk assessment, and policy generation. Tags: ISO 45001, OHSMS, Occupational Health and Safety, Compliance, Organization ## Example Prompts - Create an organization profile for our ISO 45001 certification project - Capture our OH&S context — we're a manufacturing company with 500 workers across 3 plants - Validate our OHSMS organization profile for completeness URL: https://rakenne.app/skills/ohsms-organization-profile/index.md Try this skill: https://rakenne.app/a/?skill=ohsms-organization-profile ## Overview Before any OHSMS skill can produce context-aware output, the organization's key facts must be captured in a structured, reusable profile. This profile feeds into hazard identification, risk assessment, legal register, policy generation, emergency planning, and all other OHSMS skills. Without it, every skill must re-collect the same organizational facts, leading to inconsistency across deliverables. This skill guides the creation and validation of an `organization-profile.json` file that other ISO 45001 skills reference. It captures industry sector, worker demographics (employees, contractors, agency workers, visitors), work locations with site-specific hazards, shift patterns, OH&S history including injury frequency rates, the regulatory environment, contractor relationships, and management commitment to certification. ### What It Covers - **Organization identity** -- legal entity, industry sector, NACE/ISIC codes for hazard profiling, organizational structure, and key OH&S roles - **Worker demographics** -- employee count, contractor count, worker types, shift patterns (day, night, rotating, seasonal), and workforce composition - **Locations** -- factories, offices, construction sites, warehouses, and remote sites with type classification and site-specific key hazards - **Work activities** -- categorized by risk level (low/medium/high/critical) with associated workers and locations - **OH&S history** -- Lost Time Injury Frequency Rate (LTIFR), Total Recordable Injury Frequency Rate (TRIFR), significant incidents, existing certifications - **Internal context (Clause 4.1)** -- OH&S culture maturity (reactive/dependent/independent/interdependent), internal risks (aging workforce, high turnover, fatigue management) - **External context (Clause 4.1)** -- regulatory bodies (OSHA, HSE, WorkSafe), industry hazard profile, community proximity, climate factors - **Interested parties (Clause 4.2)** -- workers, contractors, regulators, insurers, unions, community neighbours, each with their OH&S requirements and communication channels - **OHSMS scope (Clause 4.3)** -- boundaries, covered locations, covered activities, covered workers, exclusions with rationale - **Management commitment (Clause 5.1)** -- certification drivers, resource allocation, target timeline, OH&S policy commitment ## Example Conversation > **You:** We need to build an organization profile for SafeBuild Construction. We're pursuing ISO 45001 certification. We have about 200 employees across 3 active construction sites and a head office. > > **Agent:** Good -- construction is one of the highest-risk sectors, so the profile needs to be thorough. Let me capture the essentials. Starting with your organizational structure: > > 1. What is the legal entity name, and what type of construction work do you do (residential, commercial, civil infrastructure)? > 2. Do you use contractors or subcontractors on your sites? If so, roughly how many at any given time? > 3. Who is the top management sponsor for this ISO 45001 initiative, and do you have a dedicated OH&S manager? > > **You:** SafeBuild Construction Pty Ltd. Mostly commercial construction -- office buildings and retail centres. We regularly have 40-60 subcontractors on site at any time across the 3 sites. Our CEO, David Mercer, is the sponsor. We have a full-time HSE Manager, Karen Walsh. > > **Agent:** That gives us a good foundation. Now for the Clause 4.1 context -- I need to understand your internal and external OH&S issues: > > **Internal context:** > - What's your current safety culture like? Would you describe it as reactive (responding to incidents after they happen), dependent (following rules because they're enforced), independent (workers take personal ownership), or interdependent (teams look out for each other)? > - What are your injury statistics? Do you track LTIFR and TRIFR? > - Any internal OH&S risks -- high turnover, seasonal workers, aging workforce, fatigue from long shifts? > > **External context:** > - Which regulator oversees your work? WorkSafe, OSHA, or another body? > - Are any of your sites near residential areas or schools? > > **You:** I'd say we're between reactive and dependent -- we have procedures, but compliance is inconsistent. Our LTIFR last year was 8.2 and TRIFR was 14.5. We have high turnover on-site, about 30% annually, and we use labour hire workers during peak periods. WorkSafe Victoria is our regulator. Two of our three sites are in suburban areas near residential properties. > > **Agent:** An LTIFR of 8.2 is above the construction industry benchmark of around 5.0 -- that's useful context for setting improvement targets. The high turnover and labour hire workers create competence risks that need to be addressed in the profile. Let me now capture your interested parties for Clause 4.2: > > - **Workers** (internal): employees, labour hire workers, subcontractors > - **External**: WorkSafe Victoria, principal contractors, insurers, unions (is there union presence on your sites?), neighbouring residents, emergency services > > Do any of your clients have specific OH&S requirements, like requiring a certified safety management system? > > **You:** Yes, two of our major clients -- a government department and a tier-1 developer -- now require ISO 45001 as a tender condition. That's actually why we're pursuing it. We have CFMEU presence on all three sites. Our insurer, QBE, has been pushing for better safety metrics too. > > **Agent:** Those are strong certification drivers for the management commitment section. I'll now draft the profile with everything captured. For the scope (Clause 4.3), I'll define it as covering all commercial construction activities across all three sites plus the head office, including employees, subcontractors, and labour hire workers. Any activities you'd exclude? > > **You:** No exclusions -- everything should be covered. > > **Agent:** Good -- auditors prefer to see no exclusions anyway. I've drafted the profile and both supporting documents. Running the completeness checker now... > > `profile_completeness_checker_ohs` -- **PASS**. All required sections populated: organization identity, workers (4 worker types), 4 locations with hazards, 8 work activities with risk levels, OH&S history with LTIFR/TRIFR, internal and external context, 9 interested parties, scope covering all sites, and management commitment with certification drivers and resource allocation. > > Profile saved to `organization-profile.json`. The Interested Parties Register and OHSMS Scope Statement are in `output/`. ## Sample Output Excerpt The skill produces three artifacts: the structured organization profile JSON, an Interested Parties Register, and an OHSMS Scope Statement. Here is a representative excerpt from the Interested Parties Register. --- # Interested Parties Register (ISO 45001:2018 Clause 4.2) **Organization:** SafeBuild Construction Pty Ltd **Version:** 1.0 | **Date:** 2026-03-31 | **Owner:** Karen Walsh, HSE Manager ## Purpose This register identifies all workers and other interested parties relevant to the OH&S management system, their specific OH&S requirements, and how those requirements are addressed by SafeBuild Construction. ## Register | Party | Type | OH&S Requirements | Communication Channel | How Requirements Are Met | |-------|------|-------------------|----------------------|--------------------------| | Employees (200) | Internal | Safe working conditions, hazard information, PPE, training, right to refuse unsafe work, consultation on OH&S matters | Toolbox talks, safety committee, notice boards, induction | OHSMS procedures, competence matrix, PPE program, safety committee charter | | Subcontractors (40-60) | External | Site safety rules, hazard information, emergency procedures, coordination of work activities | Site induction, pre-start meetings, contractor safety packs | Contractor management procedure, site induction program, permit-to-work system | | Labour hire workers | External | Same protections as employees, site-specific induction, supervision arrangements | Labour hire company liaison, site induction, toolbox talks | Labour hire agreement with OH&S clauses, site induction, buddy system | | WorkSafe Victoria | External | Compliance with OHS Act 2004, OHS Regulations 2017, notifiable incident reporting | Incident notifications, audit responses, licence applications | Legal register, incident reporting procedure, compliance monitoring | | CFMEU | External | Worker consultation, safety representative access, right of entry, dispute resolution | Union delegate meetings, safety committee representation | Safety committee charter, consultation procedure, dispute resolution process | | QBE Insurance | External | Incident notifications, return-to-work programs, risk improvement actions | Annual risk review, incident notifications, premium review | Insurance management procedure, injury management program | | Neighbouring residents | External | Noise, dust, and traffic management, emergency notifications | Community notice boards, complaint hotline, project signage | Environmental management plan, community communication procedure | | Emergency services (MFB, Ambulance Victoria) | External | Site access, hazardous materials information, emergency contact details | Emergency plan distribution, annual site familiarisation | Emergency preparedness plan, site plans, dangerous goods register | ## Extension Tools ### `profile_completeness_checker_ohs` Validates the ISO 45001 organization profile JSON for all required OH&S sections, key roles, and minimum content quality. Run this after drafting or updating the profile. | Check | What It Validates | Severity | |-------|-------------------|----------| | **Organization identity** | Name and industry/sector are present and not placeholders | ERROR if missing | | **NACE/ISIC codes** | Sector codes for industry-specific hazard profiling | WARNING if missing | | **Employee count** | Workforce size for OHSMS complexity assessment | WARNING if missing | | **Workers section** | Worker types array includes at least employees; shift patterns documented | ERROR if section missing | | **Locations** | At least one location with name, type, and key hazards | ERROR if none | | **Work activities** | Activities listed with risk level (low/medium/high/critical) | ERROR if section missing | | **OH&S history** | LTIFR and TRIFR documented (or set to 0) | ERROR if section missing | | **Regulatory environment** | At least one regulatory body listed | ERROR if missing | | **Contractors** | Contractor types and OH&S management arrangements | WARNING if missing | | **Internal context (Clause 4.1)** | OH&S culture maturity assessment and internal risks documented | ERROR if missing | | **External context (Clause 4.1)** | Regulatory landscape and industry hazard profile documented | ERROR if missing | | **Interested parties (Clause 4.2)** | At least one party with name, type, and OH&S requirements | ERROR if missing | | **Scope (Clause 4.3)** | Boundaries, covered locations, and covered workers defined; exclusion rationale if exclusions exist | ERROR if missing | | **Management commitment (Clause 5.1)** | Certification drivers, resource allocation, and OH&S policy commitment | ERROR if section missing | | **Key OH&S roles** | Top management sponsor and OH&S manager/officer defined | ERROR if missing | | **Optional roles** | Worker safety representative, first aid officer, emergency coordinator | INFO if missing | ## Getting Started Start by activating the *ISO 45001 Organization Profile* skill. The agent will interview you to capture your organization's key facts, working through each section systematically. Have this information ready: - Your organization's legal name, industry sector, and type of work activities - Total employee count, contractor count, and other worker types (agency workers, visitors, volunteers) - List of locations with their type (factory, office, construction site, warehouse, remote) - Shift patterns (day, night, rotating, seasonal) - OH&S injury statistics: LTIFR, TRIFR, and any significant incidents in the last 3 years - Names and roles of key OH&S personnel (top management sponsor, OH&S manager, safety representatives) - Applicable OH&S regulations and regulatory bodies - Why the organization is pursuing ISO 45001 certification - Budget and resources allocated for the implementation - Contractor types and how their safety is currently managed If you already have existing OH&S documentation (policies, procedures, risk assessments), mention this early -- the agent can reference them to pre-populate relevant sections rather than asking for everything from scratch. The profile is saved as `organization-profile.json` in the workspace root. All other OHSMS skills reference this file automatically, so completing this skill first ensures consistency across your entire certification project. --- Back to [Skill Library](https://rakenne.app/skills/index.md)