Safety Policy and Procedure

Transcription

1 Safety Policy and Procedure Policy Number: 053 Authorized By: The Cianbro Companies Alan Burton Title: Work Activity Planning Effective Date: 03/22/10 Page 1 of 7 1 Status 1.1 Update of existing policy, effective 12/01/11. 2 Purpose 2.1 To ensure that a sufficient and proper level of planning is done for all work activities for which Cianbro is responsible for in order to achieve optimum results in the areas of safety, productivity, quality, and customer satisfaction. 3 Applicability 3.1 This policy applies to all subsidiary companies and departments of The Cianbro Companies. 3.2 All organizations are required to comply with the provisions of this policy and procedure. Any deviation, unless spelled out specifically in the policy, requires the permission of the Corporate Safety Officer or designee. 4 Definitions 4.1 Competent Person: Under the OSHA definition: Expertise to recognize hazards, and have the knowledge and authority to make corrections. These are people named by Cianbro as competent in specific hazard categories and can help identify the hazards and develop safe ways to eliminate or control them. They are a resource for supervisors to use and they have specific duties as a competent person related to the task. We need to make sure they know when they are listed as a competent person on any plan. 4.2 Daily Activity Plan: Daily plans are used to supplement major activity plans or are done when they will be sufficient for a supervisor and crew to get their arms around the work. Daily plans are also used to plan the portion of the work that will be done by a crew in a day or less, the task(s) are relatively straightforward, the hazards are relatively predictable and hazard control is routine. 4.3 Major Activity Plan: Major activity plans are typically required for activities that take several days to complete. The work involves interaction or coordination between crews or with outsiders, presents high potential for risk or injury, is complicated, difficult, or unusual for Cianbro to perform. 4.4 Verbal Modification: A verbal change to a well written daily activity plan. These are only allowed under specific conditions (see section 7.3). The verbal modification must be reviewed with the crew in the same fashion as the original activity plan and documented on the daily plan by the end of the work shift. 5 Policy 5.1 Work activity planning is an integral part of Cianbro s safety program and it has a direct impact on our safety performance, quality, production, profitability, and customer satisfaction. If done, and done effectively, it can have the biggest impact on our continued success in these areas. With this in mind, all Cianbro work activities require a written activity plan. 6 Responsibilities 6.1 The top Cianbro manager on the job site or in the Department is responsible for the implementation of this policy. 6.2 The corporate safety department is responsible for maintaining this document. Policy: 053 Work Activity Planning Rev. 12/01/11 Page 1

2 6 Work Activity Planning Index 7.1 Developing The Major Activity Plan Developing The Daily Activity Plan The Verbal Modification Stop Work Obligation Communicating The Plans Revisiting And Modifying The Plan Review And Feedback Process Qualifications And Training Subcontractor Compliance Client Requirements Related Documents Appendix A Work Activity Planning Flowchart Developing the Major Activity Plan The activity planning process for any project starts with the estimating team. In order to submit an accurate bid, our safety policies must be considered, planned for, and estimated. The estimator will formulate the expected sequence of events; look at equipment needs, subcontractor procurement, environmental considerations, special client requirements, etc. It is imperative that the planning done by the estimator(s) is passed on to the project management team assigned to the project during the turn-over meeting The project management team, with the input from the estimating team, must then look at the full scope of the project and identify which activities will warrant a major activity plan. In general, each division or discipline will warrant a major plan but there may be other activities that, based on work hours, duration, specific hazards, or complexity will require its own plan. All activities that are earmarked as needing a major activity plan will be identified and discussed at the Project Management Plan (PMP) review. The same process of identifying activities that warrant a major plan must also be utilized at ongoing industrial accounts and for projects that may be too small to warrant a PMP Major activity plans must be initiated by the discipline superintendent or project leader with help from the project engineer (where applicable). S/he will fill in, at a minimum, the scope of work, budget, work schedule, and safety and production goals. S/he may also have input regarding specific safety hazards and how they will be handled. The plan will then be handed off to the supervisor in charge of the work for completion. Cianbro s 6 pillars must be considered in all major activity plans including; A. Health and Safety Hazard identification Hazard elimination Hazard control Continuous planning B. People Crafts needed Number of team members Set expectations Special licenses Training needs C. Production and Quality Production rate/goals Budgeted work hours Maintain schedule QA/QC Policy: 053 Work Activity Planning Rev. 12/01/11 Page 2

3 Minimize re-work D. Customer Special client requirements Client expectations communicated Provide what we priced Communicate issues to client E. Financial Manage crew size Manage tools and equipment Update quantities F. Culture Leadership/Trust Can-do spirit Positive attitude Lead by example A well planned job is a safe and a productive job. Safety and productivity have a direct correlation that is maximized through good planning The supervisor must be given adequate time to complete the activity plan and do a thorough job on it prior to the start of the activity. The supervisor will engage the safety specialist whenever possible for their input in the hazard identification and solutions section of the plan. Once the plan is complete, it must be reviewed and signed off by the discipline superintendent and safety specialist prior to it being reviewed with the crew. 7.2 Developing the Daily Activity Plan The intent of the daily activity plan is for it to be a living document. The major plan is expected to address the easily identifiable hazards associated with the work and the daily plan is intended to be used as a supplement that addresses unforeseen or additional hazards that arise on subsequent days. Regardless of the quality of a major plan, there are always hazards that are inherent to a specific area or may be present one day and not the next (ie. weather conditions, activities adjacent to our work, chemicals, traffic, etc). These additional hazards must be evaluated and prioritized based on severity and risk, then addressed and documented on the daily activity plan. With this in mind, a new plan must be developed each day even when work activities appear to be repetitive. Photocopying of the hazard analysis portion of the daily activity plan is not acceptable. To maximize the planning efforts, the daily activity plan should be completed in the actual work area. At a minimum, a formal walkthrough of the intended work area(s) must be done by the supervisor focusing on potential hazards. This process is the only way to adequately identify the hazards involved with the scope of work. We have had success on some jobs implementing a process that asks team members to do a formal, documented hazard analysis of their work area. This Hazard Hunt process is encouraged, but does not replace the hazard analysis required by the supervisor. In any case, all team members must be actively involved in the hazard identification process. A quality crew meeting at the end of the shift may also help to identify additional hazards and solutions that can be captured and discussed using the following day s activity plan process The plan will include specific work steps, hazards associated with those work steps, and specific hazard controls for each identified hazard. Eliminate the hazard if possible, then use engineering and administrative controls to mitigate the hazard. PPE must be identified based on the hazard but is the last resort for hazard control. 7.3 The Verbal Modification Inherently, there will be changes identified as the work progresses on a given day that are not included on the Major or Daily plans. When faced with these changes, it is unacceptable to work around the issue and do the best we can. We must take Policy: 053 Work Activity Planning Rev. 12/01/11 Page 3

4 adequate time to re-assess each hazard and develop a plan to address them. It may be necessary to make a verbal modification to an existing well written daily activity plan that addresses these changes in order to maintain productivity. Verbal modifications are only allowed if you can answer no to all of the following questions: Are any of the existing hazards no longer controlled? Are there any new hazards? Will you use different means or methods? Will there be any different team members involved? If you answer yes to any of these questions, then a written plan or written modification is required prior to doing the work The same level of hazard analysis, planning, and communication must be incorporated into these additional modifications. A verbal modification cannot be considered adequate until the hazard analysis has been completed and communicated with the team members involved with the activity. All verbal modifications will be expected to be added to the daily activity plan prior to, or at the next scheduled crew review meeting. 7.4 Stop Work Obligation All team members have the authority and obligation to stop any task or operation where concerns or questions regarding the control of safety risk exist. They have both the authority and obligation to stop work, if there is a question or concern for the safety of the team members, environment or equipment involved As part of the site orientation, you must review this Stop Work Authority with all team members and subcontractors coming onto site before they start work. The training must be documented on the orientation sign off including the team member name, the dates of training and that the stop work authority and obligation was covered Team members are responsible to initiate a Stop Work Intervention any time the exposure to hazards is different than the activity plan and the management team is responsible to create a culture where Stop Work Authority is exercised freely. When an unsafe condition is identified the Stop Work Intervention will be initiated, coordinated through the supervisor, initiated in a positive manner, notify all affected team members and supervision of the stop work issue, correct the issue, and resume work when safe to do so. The team must pause and reevaluate the activity, redo the activity plan and review it with all affected team members If work is stopped, then the work will not resume until all stop work issues and concerns have been adequately addressed. No form of retribution or intimidation directed at any individual or subcontractor for exercising their right exercise stop work authority will be tolerated by Cianbro If a team member feels the safety issue is still not adequately addressed then the appropriate superintendent and the safety specialist will be contacted to determine how to safely complete the task All Stop Work Interventions that cannot be managed at the supervisor and crew level shall be documented for lessons learned and corrective measures to be put into place. Stop Work reports shall be reviewed by supervision order to measure participation, determine quality of interventions and follow-up, trend common issues, identify opportunities for improvement, and facilitate sharing of lessons learned It is the desired outcome of any Stop Work Intervention that the identified safety concern(s) have been addressed to the satisfaction of all involved persons prior to the resumption of work. The issue is expected to be resolved at the lowest level possible. Most issues can be adequately resolved in a timely manner at the crew level. When necessary the issue will be escalated until it is resolved. Policy: 053 Work Activity Planning Rev. 12/01/11 Page 4

5 7.5 Communicating the Plans The only effective way to communicate an activity plan is verbally. Verbal reviews of all plans are expected to be completed prior to staring each activity. With that said, an area must be identified where the plan can be reviewed and heard by all team members on the crew. Whether it is a major, daily, or verbal activity plan being reviewed, each individual should leave the meeting with a clear understanding of their assignment, the hazards associated with it, and the specific plan that will be implemented to address each hazard. Input from the team must be encouraged and welcomed. A collaborative effort between the supervisor and the crew will result in the best plan. Once the review is complete and additions have been made, the crew members are required to sign any written plan. Their signature acknowledges that they understand the plan and accept accountability for following it There are many obstacles that make it a challenge to ensure that each team member has reviewed the activity plan associated with their assignment. A few examples of these obstacles and how they need to be managed include; When a team member is assigned to a different supervisor temporarily, that supervisor must, at a minimum, review the relevant daily activity plan with the team member and insure that they understand their assignment, the hazards involved, and how they are to be addressed. When a team member is assigned to a different supervisor permanently, that supervisor must review the relevant major activity plan (if different) and the daily activity plan with the team member and insure that they understand their assignment, the hazards involved, and how they are to be addressed. When a team member is new to a project site, their supervisor must, at a minimum, review the relevant major activity plan with the team member and insure that they understand their assignment, the hazards involved, and how they are to be addressed. 7.6 Revisiting and Modifying the Plan Every activity plan must be revisited on a regular basis to ensure that it accurately reflects the work at hand and addresses the hazards and solutions associated with it. Major activity plans must be revisited at the end of the first full week of the activity and again at the 3 month or 20% completion review milestone (whichever comes first) and any additional relevant information added. The updated plan must be reviewed with all team members within one week of these milestones. Daily activity plans must remain a working document with any relevant changes or verbal activity plans reviewed and added at scheduled crew meetings after morning break, after lunch, and at the end of the work day. The initial plan for the day very seldom remains accurate due to changes in scope, or additional hazards that are encountered. History has shown us that most incidents are due to these changes and our lack of planning for them. Revisiting the plan with the crew and engaging them multiple times per day will give us the best chance for addressing these issues upstream. 7.7 Review and Feedback Process To best identify areas for improvement, there must be an effective process for reviewing and giving feedback to supervisors regarding their activity planning efforts. If we are not communicating areas for improvement, we are telling them that what they are doing is adequate and acceptable. Site management must participate in this activity planning review process. The process must evaluate the quality of the written document, how well it is communicated to the crew orally, and include daily spot checks in the field for activities actually going on versus what is written in the activity plan Each supervisor s activity planning capabilities must be discussed specifically during their annual Team Member Profile (T.M.P.) process. Areas for improvement, if any, must be identified and communicated to the supervisor and an action plan and Policy: 053 Work Activity Planning Rev. 12/01/11 Page 5

6 measurable goals must be initiated. Periodic follow-up will be required to insure progress toward the goal(s). 7.8 Qualifications and Training To be able to effectively complete, communicate, and manage a meaningful activity plan, the supervisor must; Believe in and support the intent of the process. Read and write at an adequate level. Know the scope of work and how to accomplish it safely and productively. Be able to build and communicate an effective plan. Be able to identify when additional planning is needed. Be able to mentor and coach his/her crew for success as the plan changes. Know Cianbro policies. Be able to juggle safety requirements, quality, productivity, crew performance, and the customer while being able to make good, sound decisions in relationship to all of them If through the review and feedback process at the site or during the TMP process, a specific area for improvement regarding activity planning is identified, the appropriate support must be given to the supervisor. Whether it is in the form of training, coaching, or formal mentoring, the supervisor must be given the opportunity to improve and succeed. It must be understood that not every team member that excels at their craft is capable of being a good supervisor. On the other hand, some of our best supervisors and leaders may not come from the top of their craft All team members must receive training in hazard identification either as part of the site orientation or during safety meetings. Training on hazard hunt cards, training on how to do activity plans, and training on CAPP observation process all meet this requirement 7.9 Subcontractor Compliance Subcontractors are required to follow all Cianbro policies. Activity planning is an integral piece of our safety program and an effective tool for insuring both compliance and a safe jobsite. Subcontractors must actively identify hazards and controls associated with their scope of work. Whether the subcontractor uses the Cianbro format or elects to use their own document, formal written activity planning is required. The same method for review and feedback by Cianbro supervision must also be implemented with subcontractor activity plans Client Requirements Clients who have their own longstanding and proven planning methods will require that Cianbro use their forms and process. When applicable, the client s process must be evaluated, deemed comparable/adequate, and must be approved and agreed to by the Corporate Safety Manager. 8 Budget / Approval Process 8.1 It is the responsibility of each jobsite to procure and provide all materials and PPE required and provide necessary training. 9 Related Documents 9.1 See attachment. 9.2 Document available on Cianbro.net>Standard Operating Procedures on the SOP. Heavy Haul Transportation Activity Plan Supplement SD1059 Policy: 053 Work Activity Planning Rev. 12/01/11 Page 6

7 9.1 Appendix A Work Activity Planning Flowchart Policy: 053 Work Activity Planning Rev. 12/01/11 Page 7