Fundamentals of the Coordination of Business Activities
Introduction to the Concept of CAE
In any workplace where employees from different companies come together (construction, maintenance, IT, cleaning, etc.), there is a need to manage occupational risks in a coordinated manner. The Coordination of Business Activities (CAE) is the set of procedures and measures adopted to prevent the risks arising from this concurrence of activities.
Its purpose is to establish a system of cooperation on health and safety between all parties involved, ensuring a safe working environment for all workers.
Formal Definition of Coordination of Business Activities
The CAE functions as an integrating mechanism for occupational risk prevention. When multiple companies, each with their own specific processes and risks, operate in the same space, the CAE establishes shared safety protocols.
It aims to ensure that the activities of one company do not create new risks for others and that preventive measures are applied in a coherent and synergistic manner.
Main Objectives and Need for CAE
The implementation of a CAE system responds to three fundamental strategic objectives:
- Prevention of Occupational Risks: This is its main purpose. It seeks to protect the physical integrity and health of all workers, avoiding the dangerous interaction of concurrent risks that could increase the probability or severity of accidents.
- Regulatory Compliance: The CAE is a legal requirement under Spanish law. Non-compliance can result in high administrative sanctions, as well as civil and criminal liability for companies and their managers.
- Optimisation of Operational Efficiency: A securely managed working environment contributes to higher productivity. Proper CAE facilitates the organisation of tasks, minimises operational interference and optimises the use of resources.
Essential Terminology in CAE
For a correct understanding of the subject, it is necessary to know its basic concepts:
- Workplace: Any area, built or unbuilt, in which workers are required to remain or to which they must have access because of their work. It is the physical space where the concurrence takes place.
- Concurrence: The coincidence in space and time of workers from two or more companies in the same workplace.
- Own Activity: It refers to the activities inherent to the production process of the main company. The correct delimitation of this concept is fundamental, as it determines the scope of the legal responsibilities of the main company over its contractors.
Legal Framework and Responsibilities
Regulatory Framework: Royal Decree 171/2004
The regulation of the CAE in Spain is articulated mainly through the Royal Decree 171/2004. This regulation implements Article 24 of the Law 31/1995 on Occupational Risk Prevention, which is the reference law on occupational health and safety.
The Royal Decree establishes the minimum application provisions, defining the obligations of the different business actors and the means of coordination that must be implemented for this to be effective.
The works included in the scope of application of Royal Decree 1627/1997, of 24 October, establishing minimum health and safety provisions in construction works, shall be governed by the provisions of the aforementioned Royal Decree.
Subjects Involved in the CAE
The coordination process involves different figures with specific roles and duties.
The Employer: Holder and Principal
- Owner: This is the person or entity that owns the workplace and makes it available to other companies. Its fundamental duty is to inform about the risks inherent to the workplace and the applicable emergency measures.
- Lead Entrepreneur: This is the company that hires others (contractors or subcontractors) to carry out works or services corresponding to its own activity. It assumes a higher level of responsibility, which includes the duty to monitor compliance with prevention regulations by the companies it hires.
Participating Companies: Contractor, Subcontractor and Freelancers
- Contractor: A company that enters into a contract with the principal employer to perform a work or service.
- Subcontractor: Company hired by the contractor to carry out part of the work.
- Self-employed: For the purposes of the CAE, it is considered as a company and is therefore subject to the same reporting and coordination obligations.
The Activities Coordinator
In situations of special danger or when a large number of companies are involved, the regulations require the designation of this figure. Their functions include:
- Promote the exchange of preventive information between companies.
- Organise and supervise the implementation of the means of coordination.
- Verify the consistency and adequacy of the working procedures applied.
This function must be carried out by a competent occupational risk prevention technician, who may be a member of the staff of the owning company, the main company or an external prevention service.
Other Preventive Figures
Also part of the preventive ecosystem are the Preventive Resources (persons designated to supervise in situ special risk activities), the Prevention Delegates and the Health and Safety Committee, as workers' representative bodies.
Practical Implementation of the CAE
Means of Coordination
The legislation does not prescribe a single method, but sets out a range of means of coordination for companies to select the most appropriate for each situation:
- Information exchange and communication: It forms the basis of the CAE. It involves the transfer of Risk Assessments, Preventive Planning and other relevant documentation prior to the start of work.
- Regular meetings: Convening of the heads of the competing companies to plan, review procedures and resolve incidents.
- Issuance of joint instructions: Development of specific security protocols for simultaneous or successive tasks.
- Presence of preventive resources: Assignment of qualified personnel for the direct supervision of compliance with safety measures during the execution of risky work.
The Importance of Document Management in CAE
The Coordination of Business Activities requires rigorous management of a considerable volume of documentation. The control and validation of documents for each company, worker and work team is a complex administrative process, but essential for compliance.
Checklist of Essential Documentation for Contractors
Below is a list of the documentation usually required:
Administrative Documentation:
- [Certificate of being up to date with payments to the Social Security.
- [Certificate of being up to date with payments to the Tax Agency.
- [Civil Liability Policy and proof of payment in force.
- [RLC/RNT form (former TC1/TC2) and proof of payment.
Preventive Documentation:
- [Modality of preventive organisation adopted (e.g. contract with External Prevention Service).
- [Risk Assessment and Planning of the Preventive Activity.
- [Certificates of training and information for workers on the risks of the job.
- [Records of delivery of Personal Protective Equipment (PPE).
- [Certificates of medical fitness of workers (health surveillance).
Digitisation of CAE Management: Specialised Platforms
To address the administrative complexity of CAE, technological solutions have emerged. A CAE platform is software designed to automate and simplify document and process management.
Main functionalities:
- Centralisation: It unifies all documentation in a single accessible repository.
- Automation: It issues notifications on the expiry of documents, avoiding non-compliance due to outdated documents.
- Validation: It facilitates the review and validation of the conformity of documents.
- Access Control: It allows physical access to the workplace to be linked to the status of documentation, ensuring that only authorised personnel in good standing can enter.
The adoption of a CAE platform represents an investment in legal certainty, efficiency and risk control.
CAE Case Studies by Sector
- Construction: The contracting company (main employer) must coordinate subcontractors and self-employed workers to ensure the correct sequencing of work and the maintenance of safe passageways.
- Shopping Centre: The management (owner-operator) coordinates the tenants of the premises, the cleaning company and the security company for the management of emergency plans, evacuation and maintenance work preferably outside business hours.
- Community of Owners: When contracting a company for the renovation of a façade, the community (owner) must coordinate with the company to inform residents about the risks (e.g. falling objects) and to ensure that the work does not obstruct escape routes.
Frequently Asked Questions (FAQ) about CAE
1. Should a self-employed worker with no dependent employees be integrated into the CAE?
Yes, the current legislation considers the self-employed worker as a concurrent figure for the purposes of CAE, and must therefore comply with the cooperation and information obligations.
2. Does PPA apply to very short-term work?
Yes, the coordination obligation arises from the concurrence of activities, irrespective of the duration of the activities. If workers from different companies coincide, the CAE applies.
3. What happens if a subcontractor fails to deliver the required documentation?
As the principal employer, the duty of care obliges you to prevent work from commencing until the documentation has been submitted and validated. Allowing access without valid documentation makes you jointly responsible for any possible non-compliance.
Conclusion
The Coordination of Business Activities is a fundamental pillar of risk prevention in work environments where several companies operate. The understanding of its concepts, the knowledge of legal responsibilities and the implementation of effective means of coordination are essential not only to avoid sanctions but, above all, to protect the health and safety of workers.
The management of the CAE, although complex, is an inescapable requirement.
Are you looking to optimise your document management and ensure full compliance with CAE regulations?
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