Step 5- Evaluation September 2010

Transcription

1 Step 5- Evaluation September 2010

2 5-Steps to Managing Health & Safety Acknowledge Success & Make Improvements 5 1 Written Standard Evaluate 4 2 Communication 3 Training

3 Evaluation - What does this mean? Verifying that the company s standards are still current and up-to-date to both: Legislation and Company business practices 2. Verifying that what is actually being done in the workplace meets the standards and company rules established in Setting Standards Is the workplace doing what it said that it would do?

4 Benefits of Evaluation Assess implementation of your element Assess what s working & what s not working Identify gaps in your health & safety program Address workplace culture issues i.e. employee participation, supervisor support, functional JHSC Record review opportunity re: standards, communication & training Review accident/incident/near miss Recommend improvements to H&S Program

5 Evidence of Evaluation ASK REVIEW / ANALYZE REPORT = EVALUATION Collection of Data Consider What/Why, How, When, & Who i.e. Administer a Quiz to 50 staff. Review or Analyze the data collected Consider Who, When & How? i.e. Score the quiz & tabulate the overall results and identified gaps. Reporting the Results Consider to Who, When, How & Where? i.e. Quiz results are discussed at JHSC and minutes posted.

6 Negative Results The results of the Evaluation indicates Negative Results For this element, the company is not doing what the Standard expects it to do Is this still Evaluation (Step 4)? YES! Negative results (or less than positive results) provide for Opportunities for Improvement. This is the importance of EVALUATION.

7 Best Practices Write method of evaluation in Standard ( who, what, how, where & when) Include benchmarks in your written standards. Set a schedule

8 Best Practices Use or Add-to existing methods for Evaluation: Include on JHSC agenda to review elements - Recommend actions; Record in JHSC minutes & Post; Review elements at Management Meetings - Address recommendations; Action plan to improve & Minute meetings; Use monthly Workplace Inspections - Complete checklist; Action items; Action taken; post results. Regular worker observations - Set schedule; Ask supervisors to keep log books/checklists; include in inspection; internal audit. 8

9 Program Requirements for Evaluation (Step 4) Document all forms of evaluation incorporate into existing methods Aim to complete Evaluation by year- end. If not, must complete by March of following year (prior to spot checks starting). But - MUST have written plan of how element will be evaluated and completed by March to put Y on Year-end Report

10 Acknowledging Success & Making Improvements Based on the results of your evaluation: Recognize everyone who contributed to a successful health & safety program by meeting & surpassing company standards, for example: Letter/memo from the president Newsletter Health & Safety awards or certificates Public recognition (i.e. coffee & muffins for JOHSC and/or employees) Performance Evaluations Accept negative evaluation results as opportunities for improvement - develop an action plan

11 Interview/Survey Employees 1. Determine your objectives 2. Address all elements simultaneously 3. Identify required amount of participation 4. Develop list of questions relating to elements and your objectives 5. Questions can either be asked verbally one-on-one with staff or by handouts (Modified worker could do interviews)

12 SAMPLE Interview/Survey Employees Health & Safety Policy Does your employer have a H&S program- how do you know? In your opinion are they committed to your personal safety- if so, how do you know they mean what they say ( e.g. how is this demonstrated to you by the company)? How are you held accountable for your & others safety?

13 Employee Quiz Determine your objectives Address all elements simultaneously Determine participation level 100% (mandatory or voluntary) Develop questions specific to objectives and elements Questions?? quiz format, multiple choice, true/ false, fill in the blanks, etc. 13

14 SAMPLE: Quiz Examples Is PPE checked regularly for wear or defects, and replaced immediately if necessary? Yes No Don t know The hazard reporting procedures allows for immediate reporting and corrective action without waiting for the next round of regular inspections. Yes No Don t know Is the Health & Safety Representative selected by the owner? Yes No Don t know

15 Scheduled Workplace/Site/Shop Inspections or Tour include all 5 elements in monthly inspection report/checklist ensure JHSC/representative or supervisor understands Ask questions of workers Have JHSC review results and make recommendations Ensure recommendations are recorded in JHSC minutes

16 Joint Health & Safety Committee JHSC must be an active participant in the safety group initiatives since the start of year Discuss at meetings/record in minutes Provide JHSC all pertinent information: meeting minutes, inspection reports, injury statistics, supervisor s comments, training records, etc Discussion to identify areas of improvement for next year and areas of success

17 Management Review Management & supervisors must be aware and involved in safety group initiatives during the year Hold meetings ( quarterly updates) Present to management team the progress of the 5 elements and necessary documentation Discussion Areas of improvement Areas of success Next years elements

18 Internal Audit Measure organization against external standards Workwell Core Audit or corporate audit, CSA, other guidelines Use entire audit or use portions of audit that apply to your element selection

19 Internal Audit Sample Guidelines from Workwell Core Audit: Early & Safe Return to Work Roles & responsibilities Contact with injured worker Medical monitoring and treatment Provisions for modified work Re-integration of the worker to regular work Reporting requirements to WSIB Action Required with Target Dates policy required: including roles & responsibilities

20 Observations Decide who and what will be observed Physically observe activity being done lock-out/tag-out, Fork truck, Emergency Evacuation, Confined Space Conducted by supervisor and/or JHSC or worker on modified duties Provide immediate feedback to employee Can be used in conjunction with annual performance reviews

21 SAMPLE Observation Example Forklift Procedures Date: Observers Name: Operator: Pre-Operation Check General Operation: operating around personnel, reversing, parking load handling: pick-up, placement, stacking, re-stocking loading /unloading operational maintenance: refueling Immediate Feedback: Operator Comments: Recommendations:

22 Checklist Format Identify in advance how and what will be evaluated Excellent resource document for year-end documentation

23 RTW Self-Assessment Guide RTW Self-Assessment Guide pfiles/downloadablefilertwself_assessment Guide/$File/RTWSelfAssessment.pdf

24 Injury/Incident Statistical Analysis Opportunity to measure the impact of completed elements on the injury/incident rates in the workplace Consider using: a historical comparison against previous years a comparison by locations or branches within business a comparison to your rate group

25 SAMPLE Injury/Incident Statistical Analysis Analyze key indicators in your workplace: Lost-time injuries No lost-time injuries First Aid Near misses Property Damage Duration of WSIB claims st Qtr 2nd Qtr 3rd Qtr 4th Qtr 2003 LTI's 2004 LTI's 2005 LTIS

26 Third Party Corporate auditor, health & safety association, safety group member, health & safety professional ( ergo, hygienist) Benefits Address all elements at same time Auditor will provide insight and recommend improvements

27 Maintenance- Years 2-5 September 2010

28 5 Steps 1. Written Standard 2. Communication 3. Training 4. Evaluate 5. Acknowledge success & Make improvements 28

29 Why Maintain? OHSA Section 25(2)(h) and 27(2)(c) take every precaution reasonable in the circumstances for the protection of a worker; 25(2)(j) prepare and review at least annually a written occupational health and safety policy and develop and maintain a program to implement that policy 29

30 Why Maintain? HCRFR- Section 9(2-4) (2) once a year review the measures and procedures for the health and safety (3) review more frequently than annually if, (a) the employer, on the advice of the JHSC determines that review and revision is necessary; or (b) there is a change that may affect the health and safety of a worker. (4) The employer must develop, establish and provide training and educational programs for workers in consultation with the JHSC 30

31 Why Maintain? Ensure you are still meeting legislative requirements and best practices Ensure the program is achieving what you wanted Ensure you are not creating other hazards 31

32 Step 1 - Maintenance Annual Review of company Standards: Base on evaluation, were there gaps? Do the improvements need to be incorporated (new rules )? Do standards meet current business process? Do standards continue to meet legislations? When will this be done? (several dates/times is easier) Who will review the standards?

33 How can we show Evidence? Recommend: Date Standards Use issue / review (no changes) /revise (changes) dates or an index page, or other suggestions? Circulate policies & procedures for comment i.e. Management meetings, JHSC (document thru minutes & post); other suggestions? Other?

34 Step 2 - Maintenance Revisit communication: if revise standard ( rules ) need to communicate new rules to all staff how are new / returning staff informed of past elements? would staff benefit from ongoing or repeated communication? i.e. reminding staff on past heat stress standard during summer Other?

35 How can we show Evidence? Recommend: Include in Orientation training checklist Include in employee handbook Include in health & safety manual Include in JHSC meetings & minutes (posted) Include in safety talks, staff meetings, pay stuffers, newsletters, postings on H&S board Other?

36 Step 3 - Maintenance Review training: Is additional training required? Have the rules changed? Have new/returning/transferred staff been trained? Do we have the required / appropriate number of trained personnel? Has annual training been completed? Is all training current (not expired)?

37 How can we show Evidence? Recommend: Include in safety talks, staff H&S meetings/training, one-on-one training, other? Include in Orientation training checklists Maintain a staff training matrix of all training and expiry dates Post training certificates Other?

38 Step 4 - Maintenance Regular Evaluation of elements: Are we doing what we said we would do still? Is it working for us? What are the gaps? Are changes needed? Can we do something better?

39 How can we show Evidence? Include on Workplace Inspection checklists -regular evaluation of past elements (x12) Inspections are reviewed by JHSC Recommendations made, post and note in JHSC Minutes Use other internal/ third-party audits (i.e. ISO) Regular observations of staff performing (i.e. Body mechanics, lifts and transfers, PPE) by Supervisors, JHSC Annual staff questionnaire, survey (part of Workplace Inspections?) Others?

40 Step 5 - Maintenance Make improvements and acknowledge successes based on evaluation and review of the first 3 steps make improvements where necessary and acknowledge successes and employee s contributions

41 How can we show Evidence? Recommend: Reports to / from Management End of year newsletter, memo from leadership outlining specific improvements and successes Recommendations from JHSC, noted in JHSC Minutes and posted for staff Posted results from staff observations, questionaire, survey etc. End of year celebrations / gifts with link to elements (i.e. speech, agenda, minutes) Others?

42 Year-end Maintenance Report * Must be completed by Dec 31st

43 Activity Visit the Focus Group for Maintenance or Evaluation if you want further guidance Complete the Maintenance and/ or Evaluation form 43