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Benchmarking the Business Response to HIV/AIDS

By Linzi Smith

Different sectors within society experience HIV/AIDS in different ways. The workplace has been slow to respond to the epidemic and with the exception of large companies are still on the whole managing the epidemic in a haphazard, ad hoc fashion.

Although more and more organizations are implementing workplace interventions, these are very rarely reviewed for efficacy. Organisations implementing programmes can therefore not measure or recognise the return on their investment.

Workplace programmes also commonly have non formalized systems or procedures and programme records are not maintained in any systematic way. Workplace interventions are also very often just ?window dressing? to try and convince interested parties that they are doing something to mitigate the risks that HIV have on their organization.

The mining group Debswana approached NOSA in 2000 to assist them to develop an HIV/AIDS management system to overcome the abovementioned problems. Debswana is a large mining organization and NOSA is well known for their Occupational Health and Safety standards, audits and legal compliance. The AMS 16001 standard was finalized in 2003 and is now available on the www for any organization that wishes to:

• Assure itself of its conformance with its stated HIV/AIDS Policy & procedures
• Demonstrate such conformance to outside scrutiny.
• Establish, maintain and improve their AIDS management system
• Minimize the risk to employees & the community in which the employees live.
• Make a self determination & declaration of conformance with this standard.
• Seek to carry out an internal HIV management system audit.
• Seek certification of its HIV management system by an external organization.

The AIDS Management System (AMS 16001)

Based on the world renowned NOSA Integrated Five Star System Standard, ISO 9001, ISO 14001 and OHSAS 18001 principles, the AIDS Management System is in line with modern management quality standards and facilitates the integration of quality, environmental and occupational health and safety management system standards.

Implementing the Standard

If you have already implemented a programme ? it most probably already addresses many of the requirements of the AMS. The most common deficiencies are that programmes are not formalized into management systems, some important records may not be maintained and this prevents review for efficacy, return on investment, continual improvement and evidence for advocacy to senior management for ongoing support of the programme . If the organization believes their programme to be excellent, they can carry out an internal audit.

The standard is based on 5 main principles:

1. Senior management commitment and ratified policy with a clearly defined scope.
2. Planning
   1. Risk assessment ? a systematic and thorough assessment of the organizations HIV/AIDS related risks.
   2. Measurable targets and objectives and success indicators to ensure continuous improvement.
3. Implementation and operations
   1. Committee, project plan, budget
   2. Training
   3. Counselling
   4. Treatment and care
4. Monitoring, evaluation and corrective action
   1. Documentation and record control and analysis thereof.
   2. Periodic audits.
5. Management system review
   1. Senior management reviews the efficacy of the programme to determine the way forward.

Stop doing what does not work or is not measurable!

Certification

What is the roadmap to certification?

A gap audit is optional, but is a recommended starting point for those who have already implemented HIV management programmes . The period between the gap audit and the awarding of the certificate varies, depending on the extent to which the current programme addresses the requirements of the AMS standard. Involvement of those with previous management systems experience will significantly shorten the process. Historically, medical personnel have very little management systems experience. HR and risk managers usually have extensive experience with management systems.

Certification is valid for 3 years and 6 monthly surveillance visits will be conducted. The certification process involves a pre-assessment, document review and the main certification audit.

?Red ribbon rating

Once certified the organization may request an official red ribbon rating. The client will achieve a one, two, three, four or five red ribbon rating, depending on the organisation's level of effectiveness.

This article was written by Linzi Smith ? Managing Director of NOSA AIDS Management Solutions. Contact details: [email protected] or 031 267 0244.