The University of Texas at Austin Facilities Services. Safety Training Research Project

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Spencer Malone
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Root, ASP, Safety Manager Performed by: Mark Zumbach,

of Texas at Austin Population: 74,000 50,000+ Students

1 The University of Texas at Austin Facilities Services Safety Training Research Project Created by: Jennifer Root, ASP, Safety Manager Performed by: Mark Zumbach, Safety Specialist I UT Austin Introduction The University of Texas at Austin Population: 74,000 50,000+ Students 24,000 Faculty/Staff 19 million GSF 150+ buildings Multiple Campuses Growing 1

Safety Group Introduction Safety Manager Jennifer Root, ASP Safety Specialist I Mark Zumbach 4 Safety

Services (FS) o Custodial Services o Facilities Operations & Maintenance o Support Services Project

Warehouse Project Introduction Motivation Identified inconsistencies in providing comprehensive safety

2 Safety Group Introduction Safety Manager Jennifer Root, ASP Safety Specialist I Mark Zumbach 4 Safety Student Assistants 2 interns Safety Group Clients ~1000 FTE, including ~700 trades personnel Facilities Services (FS) o Custodial Services o Facilities Operations & Maintenance o Support Services Project Management & Construction Services (PMCS) o Construction Trades Shops Business & Financial Services (BFS) o Warehouse Project Introduction Motivation Identified inconsistencies in providing comprehensive safety training to employees Purpose Analyze safety training needs and requirements based upon hazards associated with each job title 2

safety training program Implement safety training program Scope Create safety training plans for 293 job

3 Goals Develop a sustainable safety training program Create customized safety training plan for each job title Improve safety training efficiency and planning Identify resources necessary to implement a comprehensive safety training program Implement safety training program Scope Create safety training plans for 293 job titles, encompassing ~1000 employees. Department Employees Unique Job Titles FS PMCS BFS Total

Supervisor Review 8. Reconciliation Analysis 9. Management Review 10. Executive Approval 1.

4 Process Overview 1. Historical Training Analysis 2. Required Training 3. Safety Training Course Description 4. Job Hazard Interview Checklist 5. Interviews & Walk Throughs 6. Data Collection into Matrix 7. Supervisor Review 8. Reconciliation Analysis 9. Management Review 10. Executive Approval 1. Historical Training Analysis Reviewed all training records from University training management system Identified recurring safety training classes 4

Safety Training Course Description Consolidated safety training where possible Categorized safety

5 2. Required Training Researched Required Training OSHA Required State Required University Required Department Required Assigned Frequencies 3. Safety Training Course Description Consolidated safety training where possible Categorized safety training classes Course Number Class Title Training Frequency (Annual, 2 year, 3 year, 5 year) Duration Requiring Agency OSHA, State, University, Departmental Brief description 5

Example Training Categories Drivable Equipment Electrical Safety Environmental Hazards Injury Prevention Trades Related Emergency Preparedness Voluntary OSHA Required 4.

6 Example Training Categories Drivable Equipment Electrical Safety Environmental Hazards Injury Prevention Trades Related Emergency Preparedness Voluntary OSHA Required 4. Job Hazard Interview Checklist Ask open ended questions Focus on employees tasks Identify hazards of tasks Assign safety training classes Note: Did not provide a list of training classes Capture all work hazards Avoid under or over assigning training 6

7 Example Interview Checklist Are any job titles required to operate drivable equipment? Are any job titles required to do electrical work? Do any job titles perform tasks that require a respirator? Do any job titles come in contact with blood products? Are any job titles required to perform work in confined spaces? Are any job titles required to set up or break down scaffolding? Are any job titles required to perform work in a lab? 5. Interviews & Walkthroughs Interviewed Shop Supervisors Focused on trade positions first More hazards, Higher risks Performed separate analysis for each job title Conducted walkthrough to observe any hazards not discussed during interview Compressed Gas Cylinders Fire Hazards Fire Extinguishers Electrical Panels Fire Exits PPE Equipment Guards Storage Practices SDSs First Aid Kits Eyewash Stations Emergency Showers Walking & Working Surfaces Hearing Protection 7

Example Walkthrough Results Ensured safe

deficiencies in safety training Unsecured gas

Unsecured gas cylinders Open and unlabeled

Data Collection into Matrix Entered information

8 Example Walkthrough Results Ensured safe practices being followed in shops Identified deficiencies in safety training Unsecured gas cylinders obstructing emergency egress Unsecured gas cylinders Open and unlabeled waste container 6. Data Collection into Matrix Entered information into Safety Training Matrix Developed master list to allow comparisons between job titles and shops 8

7. Supervisor Review Emailed Safety Training Matrix

to comment Explained some training classes are

Group) Example Mandatory Courses Building Emergency

Response Blood Borne Pathogen Awareness Walking and

9 7. Supervisor Review ed Safety Training Matrix Independently reviewed results Provided opportunity to comment Explained some training classes are mandatory Adjusted results where needed (Safety Group) Example Mandatory Courses Building Emergency Plan Occupant Fire Extinguisher Use Accident Response Blood Borne Pathogen Awareness Walking and Working Surfaces Back Injury Prevention Asbestos General Awareness 9

8. Reconciliation Analysis Analyzed results after getting feedback Compared results from different shops Identified response discrepancies for same job titles Job Title Carpenter Shop Zone 1 Zone 3

10 8. Reconciliation Analysis Analyzed results after getting feedback Compared results from different shops Identified response discrepancies for same job titles Job Title Carpenter Shop Zone 1 Zone 3 Training Hours per Year Year 1 Year 2 Year 3 Year 4 Year Management Review Presented revised Safety Training Matrix to Managers and Associate Directors Management resolved discrepancies in training plans Management approved Safety Training Plans for job titles 10

of 1 year Identified 63 standard safety training classes

11 10. Executive Approval Pending approval due to change in executive leadership Results Gathered information over the course of 1 year Identified 63 standard safety training classes Conducted 21 interviews Created 121 safety training plans Specific to job title 11

12 Example Safety Training Plan Drivable Equipment Electrical Safety Environmental Hazards Injury Prevention Trades Related Emergency Preparedness Voluntary OSHA Required Steam & Plumbing Aerial Lift Hands on Training Blood Borne Pathogen Awareness Lead & Mold Awareness Material Handling Monthly Shop Safety Meetings Tool Safety Fire Extinguisher Respiratory Protection Program Bucket Truck Training Confined Space Training Animal Hazards Preventing Slips & Falls Grease Trap Training Welding, Brazing, and Cutting Safety Workplace Violence Prevention Lock Out/ Tag Out Authorized Online Driver Training Hazard Communication General Back Injury Prevention Walking & Working Surfaces Safety Machine Guarding Safety Accident Response Fall Protection Lockout/ Tag Out Program Training Plumber Asbestos Awareness Hazard Communication Specific Lab Safety Awareness Compressed Gases Machine Shop Safety Building Emergency Plan Occupant Hearing Protection Program Training hours per shop Training hours per year Example Analysis Steam & Plumbing Shop Training Hours per Year Job Title Year 1 Year 2 Year 3 Year 4 Year 5 Total Supervisor Crew Leader Plumber Total

Identifying Possible Resources Consider number of job titles and employees

Lessons Learned Challenges Reservations from supervisors Solutions Focus on

questions Addressing discrepancies in results Resolve discrepancies through

collecting information Avoid redundancies in training Managing expectations

13 Identifying Possible Resources Consider number of job titles and employees Classroom, online, combination In-house development, outsourcing, combination Lessons Learned Challenges Reservations from supervisors Solutions Focus on purpose of safety training plans Gathering information Ask lots of open ended questions Addressing discrepancies in results Resolve discrepancies through management Accounting for vacant and new positions Rely on process for collecting information Avoid redundancies in training Managing expectations Refer to Safety Training Course Description document Emphasize research aspect of the project 13

14 Anticipated Benefits Increase employee safety Increase value of training to employee Increase employee confidence Reduction of work related injuries 14

Contact Information Jennifer Root, ASP Facilities Services, Safety Manager Phone: (512) 917-8059 E-mail: jennifer.root@austin.utexas.

15 Contact Information Jennifer Root, ASP Facilities Services, Safety Manager Phone: (512) Mark Zumbach Facilities Services, Safety Specialist I Phone: (512) mark.zumbach@austin.utexas.edu Thank you. 15

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