PHSR Checklist: Ontario Pre-Start Health and Safety Review
Planning a new equipment installation, machinery modification or industrial process change in Ontario? Use this PHSR checklist to organize the information an engineer may need to determine whether a Pre-Start Health and Safety Review (PHSR) is required and to complete the assessment efficiently.
A PHSR is an engineering assessment used in specified circumstances to determine whether applicable health and safety requirements have been met before equipment or a process is put into service.
The exact requirements depend on the equipment, process, installation or modification involved. This checklist is therefore a project-preparation tool—not a substitute for an engineering assessment or legal review of the applicable requirements.
If you’re still determining whether your project needs a PHSR, start with Do I Need a PHSR?.
PHSR Checklist at a Glance
Before contacting a PHSR engineer, gather as much of the following information as possible:
- Equipment name and description
- Manufacturer and model
- Equipment specifications
- Equipment location
- Description of the intended operation
- Description of any modifications
- Equipment drawings and layouts
- Electrical drawings, where applicable
- Mechanical drawings, where applicable
- Control-system information
- Manufacturer manuals and documentation
- Existing safeguarding information
- Applicable operating procedures
- Information about the workplace and surrounding equipment
- Details of dust, combustible materials, flammable liquids or other relevant hazards
- Information about previous assessments or reports
- Target installation and startup dates
You do not need to have every item before contacting an engineer. If information is missing, the PHSR process can help identify what needs to be obtained.
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1. Project Information Checklist
Start by documenting the basic facts about the project.
Project Details
- What equipment is being installed or modified?
- What is the equipment used for?
- Where will it be installed?
- Who owns or operates the equipment?
- What workplace will it operate in?
- Is this new equipment, existing equipment, or modified equipment?
- Is the equipment being relocated?
- Is the equipment part of a larger production line or process?
- What is the planned installation date?
- What is the planned startup date?
2. Equipment Information Checklist
Gather the equipment's identifying and technical information.
Equipment Identification
- Manufacturer
- Model number
- Serial number, if available
- Equipment type
- Year of manufacture, if known
- Capacity or operating specifications
- Power requirements
- Operating speed or pressure, where applicable
- Intended operating conditions
Equipment Documentation
- Manufacturer's manual
- Installation instructions
- Operating instructions
- Maintenance instructions
- Technical specifications
- Equipment drawings
- Parts documentation
- Manufacturer safety information
- Existing conformity or certification documentation
Manufacturer documentation can be useful during an engineering assessment, but manufacturer certification or a statement that equipment is safe does not automatically determine whether a PHSR is required.
For more information, see PHSR Exemptions.
For more information, see PHSR Exemptions.
3. New Equipment Checklist
If the project involves new equipment, document how it will be introduced into the workplace.
- Is the equipment newly purchased?
- Is it being installed for the first time at this workplace?
- Is it replacing existing equipment?
- Is it being integrated with other machinery?
- Will it connect to existing electrical systems?
- Will it connect to existing mechanical systems?
- Will it connect to existing controls?
- Will it affect existing production processes?
- Has the installation location been finalized?
- Has the equipment been commissioned yet?
Remember: new equipment does not automatically mean a PHSR is required. The specific equipment and circumstances must be evaluated against the applicable requirements.
Learn more in Common Equipment That Requires a PHSR.
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4. Modified Equipment Checklist
Modifications to existing machinery can create new PHSR considerations.
Document exactly what is changing.
- What components are being changed?
- What components are being added?
- What components are being removed?
- Has the machine’s function changed?
- Has the operating speed changed?
- Has the capacity changed?
- Has the control system changed?
- Has safeguarding changed?
- Has the electrical system changed?
- Has the mechanical system changed?
- Has the machine been integrated with other equipment?
- Have operating procedures changed?
For more information, see Ontario PHSR Requirements.
5. Machinery Safeguarding Checklist
Safeguarding is an important consideration when assessing industrial machinery.
Where applicable, document:
- Guards
- Interlocks
- Safety switches
- Emergency stops
- Light curtains
- Presence-sensing devices
- Safety mats
- Restricted access areas
- Barriers
- Guarding around moving parts
- Access points
- Lockout/tagout provisions
- Safety-control functions
Also identify situations where workers may be exposed to:
- Moving components
- Rotating machinery
- Pinch points
- Crush points
- Shear points
- Cutting hazards
- Entanglement hazards
- Unexpected startup
- Stored energy
The purpose of documenting these items is not to replace the engineering assessment. Rather, it helps the engineer understand the equipment and identify areas requiring further analysis.
6. Electrical and Controls Checklist
Where machinery includes electrical equipment, automation or control systems, gather relevant information.
- Electrical drawings
- Single-line diagrams, where applicable
- Control schematics
- Panel drawings
- Motor information
- Disconnect information
- Emergency-stop circuits
- Safety-control circuits
- PLC information
- HMI information
- Sensor information
- Interlock information
- Control-system documentation
- Equipment electrical specifications
A PHSR may involve more than one engineering discipline depending on the equipment and project.
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7. Mechanical Systems Checklist
For equipment connected to mechanical systems, gather information about:
- Mechanical drawings
- Equipment layout
- Piping
- Ductwork
- Fans
- Pumps
- Valves
- Pressure systems
- Ventilation
- Exhaust systems
- Connections to existing systems
- Mechanical safeguards
- Operating conditions
8. Dust and Combustible-Dust Checklist
Dust-generating equipment can introduce additional engineering and safety considerations.
If your project involves dust, document:
Material being processed
Type of dust generated
Dust collection system
Dust collector location
Ductwork
Airflow information
Filtration equipment
Exhaust arrangements
Dust accumulation areas
Existing controls
Dust-generating equipment
Existing dust hazard assessments, if available
Explosion protection measures, where applicable
Examples may include woodworking, manufacturing, food-processing and other industrial processes where combustible dust may be present.
Where dust hazards are involved, a PHSR may need to be considered alongside other engineering assessments and applicable standards.
See CSA & ANSI Standards for PHSRs for more information about the role of technical standards.
9. Flammable Liquids and Process Hazards Checklist
Where applicable, identify materials and processes involving:
The presence of a particular material does not, by itself, establish that a PHSR is required. The project needs to be evaluated in context.
- Flammable liquids
- Combustible materials
- Solvents
- Gases
- Vapours
- High temperatures
- Pressure
- Ignition sources
- Chemical processing
- Storage systems
- Transfer systems
The presence of a particular material does not, by itself, establish that a PHSR is required. The project needs to be evaluated in context.
10. Production Line and Integrated Equipment Checklist
A single machine may be relatively straightforward, while an integrated production system can involve multiple interacting hazards.
If the equipment forms part of a production line, identify:
- All connected machines
- Material flow
- Worker access points
- Transfer points
- Conveyors
- Automated systems
- Robots
- Sensors
- Interlocks
- Emergency stops
- Shared control systems
- Upstream equipment
- Downstream equipment
- Changes to the overall process
11. Drawings and Site Information Checklist
Drawings can significantly improve the engineer's understanding of the project.
Where available, provide:
Site plan
Floor plan
Equipment layout
Equipment drawings
Assembly drawings
Electrical drawings
Mechanical drawings
Control drawings
Piping and instrumentation diagrams, where applicable
Photographs of existing equipment
Photographs of the installation area
If the equipment is already installed, photographs can help the engineer prepare for the site assessment.
However, photographs should not be considered a substitute for an appropriate site assessment where one is required.
12. Existing Reports and Compliance Documentation
If the equipment or facility has been assessed previously, provide copies of relevant documentation.
This may include:
- Previous PHSR reports
- Engineering reports
- Inspection reports
- Risk assessments
- Hazard assessments
- Equipment certification
- Manufacturer documentation
- Previous deficiency lists
- Corrective-action records
- Maintenance records
- Commissioning documentation
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13. PHSR Site Assessment Checklist
During the site portion of the process, the engineer may need to understand how the equipment actually exists and operates in the workplace
Be prepared to provide access to:
- Equipment
- Equipment operators
- Maintenance personnel
- Control panels
- Safeguarding
- Electrical equipment
- Mechanical systems
- Related production equipment
- Installation area
- Relevant documentation
The site assessment forms part of the broader PHSR process rather than being a standalone inspection.
14. Before the PHSR: Project Readiness Checklist
Before the engineer begins the assessment, confirm:
- Equipment scope is clearly defined
- Installation location is known
- Equipment documentation is available
- Drawings are available
- Modifications have been documented
- Relevant personnel are identified
- Site access has been arranged
- Applicable project deadlines are known
- Equipment has not been put into operation prematurely
- Known deficiencies have been identified
- Previous reports have been collected
15. What Happens After the PHSR?
The checklist does not end when the engineer completes the assessment. A typical process moves through several stages:
This follows the client’s established PHSR workflow of initial consultation, site assessment, analysis/reporting, ongoing consulting and final compliance.
For the complete explanation, visit The PHSR Process.
For the complete explanation, visit The PHSR Process.
01 — Initial Consultation
The project, equipment and circumstances are discussed to establish the appropriate scope.
02 — Site Assessment and Information Gathering
The engineer reviews the equipment, installation and relevant documentation.
03 — Engineering Analysis
The equipment and applicable requirements are analyzed, including relevant safety and technical considerations.
04 — Reporting and Ongoing Consulting
The findings are documented and recommendations or required corrective actions are communicated. Engineering support may continue as deficiencies are addressed.
05 — Final Compliance
The objective is to resolve identified issues and achieve the appropriate final compliance outcome.
PHSR Checklist: Common Mistakes to Avoid
Waiting Until Equipment Is Installed
One of the most common project-management problems is waiting until equipment is installed or ready for startup before considering PHSR requirements.
Early consultation can give the project team more time to address potential issues.
Assuming Manufacturer Certification Is Enough
Manufacturer documentation can be valuable, but it does not automatically answer every Ontario PHSR question.
The equipment still needs to be evaluated in the context of the workplace and applicable requirements.
Treating a PHSR as a Simple Inspection
A PHSR is an engineering assessment. The process involves evaluating the equipment and applicable safety requirements, not simply looking for visible defects.
Failing to Document Modifications
Small changes to machinery can affect safeguarding, controls, operation or other safety considerations. Document modifications clearly.
Leaving Deficiencies Until Startup
If potential issues are discovered late in the project, correcting them can become more difficult and expensive.
Where possible, involve the engineer early.
What Information Do I Need to Start a PHSR?
If the equipment or facility has been assessed previously, provide copies of relevant documentation.
You do not need a perfect project package to make the initial inquiry.
At a minimum, be prepared to provide:
At a minimum, be prepared to provide:
- What is the project?
- What equipment is involved?
- Where is it located?
- Is the equipment new or modified?
- When is installation or startup planned?
- How can we contact you?
The client specifically prefers a streamlined PHSR inquiry process rather than a lengthy RFQ form: project details, location and contact information are the core starting points.
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Download or Use This PHSR Checklist
Use this checklist to prepare your project before contacting a PHSR engineer.
If you are missing some of the information above, do not wait to ask for help. An initial consultation can help determine what information is actually needed for your specific project.
If you are missing some of the information above, do not wait to ask for help. An initial consultation can help determine what information is actually needed for your specific project.
Need a PHSR in Ontario?
Tell us what equipment you are installing or modifying, where the project is located and how we can contact you.