10 minute read. Key Takeaways. How technology supports more proactive and efficient safety management

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2 Key Takeaways 10 minute read Read this ebook to learn: Tips on what an effective safety program should include Common shortcomings in contractor safety programs How technology supports more proactive and efficient safety management 2

3 Table of Contents Introduction 2016 Desktop Safety Audit Findings Technology to Support Safety Compliance Programs Conclusion 3

4 Introduction A top concern for energy & utilities companies, as well as for the contractors that work for them, is ensuring safety on the worksite. Strong safety programs can prevent worker injuries, and help to protect company reputation, support compliance with government regulations, and avoid unnecessary loss. Ensuring that these programs are effective requires consistent monitoring, as well as attention to any signs of potential program shortcomings and/or failures to follow program requirements. A safety compliance solution from Veriforce includes regular safety audits of clients contractors. In this ebook, we report on desktop audits performed in the year 2016 and highlight key deficiencies noted. The ebook also discusses the role that technology can play in helping companies manage contractor safety compliance more effectively. 4

5 2016 Desktop Safety Audit Findings In Veriforce desktop safety audits, auditors review documentation submitted by contractors on their OSHA and client-specific safety programs and note any findings of program deficiencies. Categories reviewed: HSE Policies & Procedures and Program Training HSE Audits & Inspections* Management Involvement in Safety Programs Medical & Occupational Monitoring 11% Medical & Occupational Monitoring 13% Incident Reporting & Investigation Desktop Audit Findings by Category Percentage of Total Findings for % Subcontractors 33% HSE Policies & Procedures and Program Training Incident Reporting & Investigation Subcontractors 19% Management Involvement in Safety Programs 24% HSE Audits & Inspections *Shown as Inspections/Audits/Observations in H ebook 5

6 Top 5 Areas of Deficiencies Overall, the desktop audits most often found deficiencies in the following 5 areas. The notes describe standard practice against which our auditors assess contractors safety programs. Incident Investigation Incident investigations are a useful tool for uncovering how and why existing risk control measures failed to prevent an incident from occurring, and for identifying and implementing the corrective actions necessary to prevent future incidents. Investigations should include involvement of management and supervisors. Communication of Incidents & Resulting Corrective Actions When an incident occurs, the most effective way to prevent the incident from reoccurring is to analyze all contributing factors, identify the root cause of the incident, and implement all necessary corrective actions required. Suggest changing this to read: Then the incidents and corrective actions should be communicated to employees. HSE Program Evaluation Evaluation of an organization s occupational health and safety program and its effectiveness should be, at a minimum, conducted annually. This requires reviewing, measuring, and documenting all aspects of the health and safety management system. Risk Assessment Performed A risk assessment should be performed during the planning phase of a project. The purpose of a project risk assessment is to identify, classify, and prioritize all anticipated hazards associated with the project and to develop effective procedures/processes to eliminate or mitigate those hazards. Fall Protection Program The purpose of a fall protection program is to establish guidelines to protect all employees engaged in work activities that expose them to potential falls from elevations. Employees should be trained prior to any initial use of a fall protection device or equipment. This includes both awareness level as well as a hands-on portion. The following detailed findings are for each of the audit categories reviewed in

7 Detailed Findings: HSE Policies & Procedures and Program Training The category of HSE (health, safety, and environment) policies & procedures and program training includes two of the top program areas in which deficiencies were found: risk assessment and fall protection. The desktop audits revealed that contractors have risk assessment procedures in place but close to 60% of the time, there is no documentation showing that a correct risk assessment has actually been performed. Standard practice is that a risk assessment be performed at the overall job/project level for all work to be conducted, before workers are ever sent out to the jobsite. The risk assessment is sometimes confused with the daily hazard assessment (JHA), which is the assessment performed at the jobsite on the specific tasks being performed that day. Percentage of Desktop Audits Performed in 2016 Where Deficiencies Found 59% Risk Assessment Performed 58% Fall Protection Program 52% Procedure for JSA / JHA 25% Employee HSE Handbook 23% Language Barrier Policy / Program 15% Fire Prevention / Fire Extinguisher 15% Lockout / Tagout (LOTO) 13% Company New Employee Safety Orientation 11% Short Service Employee Program / Policy 10% Confined Space Program 7

8 Detailed Findings: HSE Audits & Inspections In the category of safety inspections and audits, HSE program evaluation was a top area of concern. Deficiencies in this area were found in over 60% of programs reviewed. Most of the findings in this area involved companies that failed to review the effectiveness of their safety program at least annually. Percentage of Desktop Audits Performed in 2016 Where Deficiencies Found 61% 50% 44% 42% 39% HSE Program Evaluation Tool and Equipment Inspection Program HSE Audit / Inspection Program / Policy Assured Grounding Program / GFCI Operating Equipment Inspections Program 8

9 Detailed Findings: Management Involvement in Safety Programs With regard to management involvement in contractor safety programs, weaknesses were found in the area of communications with employees on safety incidents and related corrective actions in almost three quarters of 2016 audits. Percentage of Desktop Audits Performed in 2016 Where Deficiencies Found It is always a bad thing when incidents occur, but it s even worse if the same incident occurs multiple times. To prevent this, the goal is to: Learn from each incident how the incident can be prevented from reoccurring Share that information with all employees 7% Best Practices 30% Signed Safety & Environmental Mission Statement 33% Safety Meeting Performed 38% Toolbox Talks Performed 73% Communication of Incidents & Resulting Corrective Actions 9

10 Detailed Findings: Medical & Occupational Monitoring In the category of medical and occupational monitoring, close to half of programs reviewed were deficient in their handling of respiratory protection. Auditors found a lack of documentation showing that employees who use respirator protection have gone through the proper examinations and testing before utilizing the equipment. Percentage of Desktop Audits Performed in 2016 Where Deficiencies Found 49% 42% 11% 3% Respitory Protection Training Respirator Medical Evaluation* Fit Testing Conducted* Hearing Conservation Program and Audiograms Conducted* *In H ebook, findings for Respirator Medical Evaluation and Fit Testing Conducted were combined; Hearing Conservation Program and Audiograms Conducted were reported separately 10

11 Detailed Findings: Incident Reporting & Investigations In the category of incident reporting and investigations, over three-quarters of audits revealed incident investigation reports that are missing key information, such as corrective actions and/or management review. This was the most common area of deficiency overall for Percentage of Desktop Audits Performed in 2016 Where Deficiencies Found 79% 30% 13% Incident Investigation First Aid Log Incident Management Program / Policy 11

12 Technology to Support Safety Programs Keeping up with contractor compliance with OSHA and company-specific safety requirements can be a major challenge. Ongoing monitoring through regular audits of contractor safety programs is an important component of a company s contractor safety compliance program that is often missed. The right technology can help energy and utilities companies make use of audit results in combination with other factors to more proactively and efficiently manage their contractors safety performance. An effective technology solution should: Provide a central place to track and maintain contractors current and historical safety stats and related information, including audit results as well as observation reports, questionnaires, contractor policies and other pertinent documents, etc. Simplify contractor prequalification and management and be able to provide real-time visibility into contractors compliance with a specific safety program Enable at-a-glance views of safety scores across contractors and easy identification of similar contractors with better safety records 12

13 WK 1 WK 2 WK 3 WK 4 Technology to Support Safety Programs 75% Provide safety trend reports that show how contractors safety stats compare to the overall industry and highlight potential problem areas Enable easy capture of safety observation reports by inspectors in the field Offer a consolidated view of contractors status across safety, operator qualification (OQ), and drug and alcohol requirements for a more holistic and accurate assessment of readiness to work 13

14 Conclusion While each project and worksite has unique characteristics, our audit findings demonstrate that there s potential for common weaknesses across jobs and sites when it comes to safety. The safety program areas with deficiencies highlighted in this ebook can provide a useful guide to companies on where to direct extra, proactive effort to avoid issues on their own worksites down the road. To learn more about the 2016 Safety Audit Results or to speak with a representative about your safety program, visit veriforce.com or call About Veriforce Solutions Veriforce has built a solid reputation in the energy & utilities industry based on our OQ compliance solution, but many people are not aware that we also help clients and their contractors stay on top of their safety programs. Our comprehensive safety compliance solution combines VeriSource Safety Compliance Management software with audit and training services to give clients a comprehensive view of contractor safety performance and help them continually drive improvements to safety culture across their worksites. Veriforce also works directly with our clients contractors to help them identify and address safety gaps. Our contractor safety audits are key to providing this insight and guidance. Veriforce Veriforce, LLC. All rights reserved 14

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