Leading verses Lagging HSE Reporting Tool Procedure

Transcription

1 Leading verses Lagging HSE Reporting Tool Procedure This guideline has been developed for the proper use of the HSE Advisors Reporting Tool and shall be used by the HSE Advisors to ensure the Quality of the Safety issues that are communicated are effective.

2 Objective: The purpose of the Leading verses Lagging HSE Reporting Tool is to provide a systematic way of collecting and using both leading and lagging indicator data to focus on an organization's Health, Safety and Environment efforts. This process uses HSE observation data and incident / near miss reporting as inputs to the system. Analysis of the observations and near miss data are shared with the Operational Leadership daily. This provides real time feedback on the hazards associated with operations, and to establish focus areas going forward. The Leading verses Lagging HSE Reporting Tool is a fully automated / customizable way of collecting data while having simple real time analysis with efficiency. Description: Data is compiled from various observation tools and programs to develop a real time summary on the progress of the work / project. Implementation: Single page reports are developed to represent a rolling life cycle of operations delivered in worked shift periods representing the HSE performance broken into two daily shift reports (day and evening, if applicable). Reports shall be presented to the area leadership team and at the end of shift and reviewed for consideration in the following HSE / Production meeting. Information shall be gathered on a real time basis and the area s HSE professional shall collect, analyze, interpret and objectively summarize the data with intuition into a shift report. All reports shall be generated and released at the end of shift allowing the information to pass directly into the oncoming shifts. Process (For HSE Professionals): Trends shall be created using a grading process in each of the following categories: Hazard IDs and Near Misses; Production (Toolbox) meeting; JHA / FLRA / Procedures; Leadership Field Presence; Sub Contractor Performance; Inspections / NCRs / Corrective Actions; Equipment / Tools (General); Housekeeping / PPE; Incidents; and, Injury. Grading of the categories shall be represented in the form of numeric and color representation: 1 Green (Good); 2 Yellow (Needs Improvement); 3 Red (Required Action by Area Management). Grading shall following the Grading Guidelines. HSE Professionals are obligated to review the generated reports with Area Leadership before the release of the report to general work force or senior management. Page 2

3 Process (For Leadership): Upon receiving the HSE Professionals report and explanation of the findings, the Leadership are to develop (with the assistance of the Safety Professional) a mitigation strategy to control the trend and reverse and scores to 1 Good while not loosing focus on the existing controls that are maintaining the trend in good status. Mitigation controls, may be however are not limited to: reviewing standards and practices with the workers, coaching for success, holding a stand down to focus session, engaging subcontractor management, changing process, enhancing training, etc... Quality: Quality of the reports shall be governed by the Safety Professionals using the grading guidelines and sample sets of all the incoming data normalizing the common practices of the areas and shall include how well the processes are adhered too. Focus: In addition to whatever generic or broad spectrum focus that may be released for the organization as a whole, each area shall focus on ensuring that all grades are in Good standing and focus on any Needs Improvement grades to return them to the Good grade standing. Any category that enters the Required Action by Area Leadership shall require the support of the Area Leaders who may in turn actively involve the sub contractor Managers (when the issue involves a sub contractor) for assistance to get the category back to a Good grade standing. Distribution: Hardcopy The daily HSE Report shall be posted in meeting rooms and lunch rooms as this report is a tool for all organizational team members to track the progress of the teams. Copies shall be presented in meetings requiring the information as designated by the Area Leaders. Hardcopy The Trend Analysis may be posted in each of the areas as designated by the Area Leaders. Electronic (area specific) At the end of every shift an electronic copy of the HSE Professional s Report shall be ed to a distribution list developed by the HSE group in conjunction with the area Leaders, the distribution list shall include however not limited to: Area leadership members, Managers, Vice Presidents, etc Electronic (Inclusive) At the end of every shift an electronic copy of every HSE Professional s Report shall be ed to HSE Management who shall summarise all the reports and forward the highlights to senior management. Page 3

4 HSE Report Process Flowchart (For HSE Professionals) Page 4

5 Pulse Report Process Flowchart (For Leadership Teams) Page 5

6 HSE Professional s Report Continuous Improvement Model Page 6

7 Page 7

8 How to use the HSE Reporting Tool (HSE Professionals) The file is very easy to use, here are some of the basic steps: Open the file and save it to a place where you and your other team members on the project can access it; On the tab called programmers page enter your company name, location / project name, month and year (nothing else); Go to the tab called main page; Click on the date (1, 2, 3, etc ) for the shift you are working (day or evening); In your report: o Grade each category (1, 2 or 3) the color will change automatically; o Enter coaching notes, observations, etc.., into each of the categories; Complete the middle section with notes you need to share, focus of the day, good things observed, training for the following day, etc Also required in this section is: o Your Tool Box Topic for the following shift; o An excerpt or quote from the regulations (we have to teach everyone, everyday and it is a good exercise to keep you sharp with the regulations); o Your brief, objective summary of the shifts events; and, o General comments concerning any incidents (if appropriate). o Enter any injuries if appropriate, and, o Enter your initials. o Hit the save button (Very important) Once you have completed the report, print it and review it with the leaders of the project before you it to everyone don t ever blindside a leader with something they are not aware of. Only print the actual shift report and share, not the entire excel file. Send a copy to me and rest of the team. At the end of each month send me the entire file. Notes on completing the report: 1. This is a completely objective report, no emotion should be present and no names; 2. Review it with the leaders, offer suggestions and options (we do not deal in absolutes); 3. Watch the language, this is not a tool for discipline this is one safety professional communicating with operational professionals don t use words like can t, don t, not allowed however you are permitted to quote regulations and code and present options on how to work with the rules; 4. State a focus for the following day on what you observed from the report (should be their next tool box talk); 5. Review everything objectively as we are here to coach our leaders; 6. strictly follow the grading / quality guidelines that are laid out; Page 8

9 7. Feel free to make positive comments like great job, let s see that again tomorrow, etc 8. always review with leaders and ensure they understand everything associated; 9. Never grade on rumours or hearsay, if you didn t see it or do not have objective evidence to support it it will not be graded; 10. Allow room for improvement, even if in the green there still may be some areas for improvement; and, 11. Ask questions about what you are seeing. Important Notes (for the function of the excel file): If there is no evening shift on your project, please enter the number only onto the evening page to make the trending score work; and, Never copy and paste scores from one sheet to another, it will break the excel links. (you can copy and paste text only, not the grades). Page 9

10 HSE Report Template HSE Report Card Legend 1 Good 2 Needs Improvement 3 Action Required Hazard IDs or Near Misses Grade ABC Construction Field Project May 1st Day Shift All observations are to be recorded and all categories are to be graded. Any item(s) requiring "Action Requried" are to be brought to the immediate attention of Manager responsible Observations / Specifics / Coaching Notes NCR # / Cor. Action / Status LEADING Production Meetings JHA / FLRA / Procedures Leadership Field Presence Sub-Contractor Performance Inspections / NCRs / CAs Equipment / Tools (General) Housekeeping / PPE LAGGING Incidents Injuries Score for Shift 0.0 Lower Risk Good Attention Use Caution Risk Increasing HSE Advisor Notes / Worker Concerns / Items to be actioned / Production Meeting Topic High Risk Immediate Attention First Aids (Today) Field Project Injury Record First Aids (MTD) Medical Injury (Today) Medical Injury (MTD) Loss Time Injury (Today) Loss Time Injury (MTD) Reporter HSE Advisor initials Trend Score Safety Trends Day Day Page 10