WELCOME TO MEETING # 3

WHAT’S NEW???

01-13-11

• Safety Groups extended for one year

• Application criteria for 2013 remain same

• The WSIB is to review the program with the Chief Prevention Officer – provide recommendation to the Board of Directors before April 30, 2013 as to whether to continue the program

Safety Groups

3

INITIATIVE STRATEGY Magnetic Resonance Imaging (MRI)

ventilation of Cryogenic Gases MOL hygienists & inspectors visit and

review MRI ventilation issues

Physicians Roles and responsibilities under the OHSA

Infection Prevention & Control MOL has partnered with PSHSA, MOHLTC and Public Health Ontario

Developmental Services Group MOL to communicate with other ministries and stakeholders. Promote

tools and resources with system partners

Antineoplastic Drugs Currently reviewing guidelines. Will partner with Cancer Care Ontario

MOL HC Sector Initiatives 2012-2013

4

• Special Enforcement Focus - Internal Responsibility System – Competent Supervision

– Responsibilities of Directors & Officers

– Effective JHSC s &Health and Safety Representatives

• Major Hazards & Inspection Focus – Asbestos, Construction Hazards, Contact with/Struck by,

Emergency Management, Exposures, Infections, Material Handling, MSDs Client & Non-Client, STF, Sharps, WPV, WHMIS, Transportation, Ventilation, Reporting requirements

Health Care Sector Focus 2012-2013

5

• Internal Responsibility System – JHSC, H&S Representatives, Multi-site JHSC where approved by Mol

• Slips, Trips & Falls – Falls from heights

– Falls at same level

– Falls from ladders, mobile ladder stand and platform

• Young New and Temporary Worker – Information, instruction and supervision

• Musculoskeletal Disorders (MSDS)

• Hazardous Materials – Provision of Eye Wash Stations

– WHMIS

Municipal Sector (Government) Focus 2012-2013

6

• Internal Responsibility System – Reinforcing duties under OHSA – Reporting Critical Injuries

• Workplace Violence & Harassment – Policy and Program

• Biological, Chemical and Physical Hazards – Information, Training & Supervision for Chemical, Biological, Physical Hazards – Infection Control

• Slips, Trips & Falls – Falls from heights – Falls at same level – Falls from ladders, mobile ladder stands and platform

• Young New and Temporary Worker – Information, instruction and supervision

Municipal Sector (Police) Focus 2012-2013

7

• Health Care Sector Plan

– http://www.labour.gov.on.ca/english/hs/pdf/sp_12hc.pdf

• Industrial Sector Plan

– http://www.labour.gov.on.ca/english/hs/pdf/sp_12hc.pdf

MOL Sector Plans 2012-2013

8

SECTOR 2012-2013

Health Care Infection Prevention and Control

October – November 2012

Workplace Violence February – March 2013

Municipal Sector Slips, Trips and Falls (ladder safety and

fall protection hazards)

February – March 2013

MOL Blitzes

9

• Support and advise on:

– Prevention of workplace injuries and illnesses

– Develop a provincial occupational health and safety strategy

– Propose changes to funding and delivery of services for the prevention of workplace injuries and occupational diseases

MOL Prevention Council Appointed

10

HEALTH & SAFETY AT WORK - PREVENTION STARTS HERE

• Summarizes workers’ health and safety rights and responsibilities and the responsibilities of employers and supervisors

• Enforcement effective October 1, 2012 • http://www.labour.gov.on.ca/english/hs/pubs/poster_prevent

ion.php

MOL Poster

11

Disability Management Self Assessment Tool

12

Location Date Venue

Windsor October 11 Windsor Riverside Inn

Peterborough October 15 Parkway Banquet Hall

Kingston October 22 Kingston Banquet &

Convention Centre

Orillia October 24 Casino Rama

London November 1 Ramada London

Hamilton November 15 Courtyard by Marriott

Hotel Hamilton

Toronto November 20 Chestnut Residence &

Conference Centre

University of Toronto

PSHSA Health and Safety Symposium

13

Webinar November 8, 2012

Toronto

4950 Yonge Street

Hamilton, Richmond Hill, London, East Region

Webinar

PSHSA: Next Safety Group Meeting

14

PROGRESS REPORT # 2 OCTOBER 12, 2012

YEAR END/MAINTAINACE REPORT DECEMBER 12, 2012

2013 SAFETY GROUPS APPLICATION DECEMBER 13, 2012

Safety Groups: IMPORTANT DATES

15

PSHSA: Safety Group Contacts

16

Ryan Adam radam@pshsa.ca 613.389.4925

Dean Case dcase@pshsa.ca 905.893.9514

Toni Cavaliere tcavaliere@pshsa.ca 416.250.2114

Shelly Hurry shurry@pshsa.ca 519.858.8400

Hillarie Klass hklass@pshsa.ca 905.785.9685

Kamil Rizvi krizvi@pshsa.ca 705.719.0255

Henrietta Van hulle hvanhulle@pshsa.ca 519.688.6221

HSMS

Putting it all together!

• To understand the transition from Safety Group 5 year member to an Advantage Group Member.

• To understand what a Health & Safety Management System (HSMS) is.

• To understand the benefit of implementing a HSMS.

Objectives

18

An Health & Safety Management System (HSMS) is based on the management system approach of Plan, Do, Check, Act, and is derived from the CSA standard Z1000: Occupational Health & Safety Management.

Building a Culture of Organizational Health, Safety and Wellness

19

The key to a successful HSMS is not only

identifying and controlling

risks in the workplace, but also

evaluating and continually

improving the system itself.

20

Institute of Work and Health defines HSMS as:

“… an integrated set of organizational elements involved in a continuous cycle of planning, implementation, evaluation, and continual improvement directed toward the abatement of occupational hazards in the workplace…”

Definition of HSMS

21

Building a Culture of Safety

22

Operational Diagram

23

5 Steps to Workplace Inspection Program

24

1. Written Standard

2. Communication

3. Training 4. Evaluate or Evaluation plan

5. Acknowledge Success & Make Improvements

Achieving Element

Continuous Improvement

Safety Group 5 Year Members

• A program to introduce firms to “how to build a sustainable HSMS”

• Workplace Assessment – where are you at?

• The Five Steps to Managing Health & Safety

– The foundation to building a HSMS

• Element Requirements – building the HSMS

• Networking and Support

25

Leadership and Commitment

• Senior management plays a key role in the health and safety of the workplace and must demonstrate visible leadership when determining the organizations H&S initiative and encourage worker participation whenever possible.

• This is a fundamental principle of the Occupational Health and Safety Act and is embedded in the legislation through the internal responsibilities system or IRS

26

Leadership and Commitment

Key elements:

• Responsibility and Accountability

• Human and Financial Resources and Strategy

• Education and training

• Communication and Engagement

• Worker Participation

• Occupational Health and Safety Policy

27

Safety Group = Leadership

• Health & Safety Policy

• Requirement to prove Leadership approval for each element

• Requirement for Leadership to attend 1 safety group meeting per year.

28

29

Plan: Hazard Identification and Risk Assessment

Organizations shall establish and maintain a procedure:

To ensure compliance to legal requirements and other standards and best practices

Hazard and risk identification

and assessment

To document H&S objectives

& targets

Safety Group Elements = Plan

• Workplace Assessment to identify gaps

• Safety group Step 1: Set the Standard

• Health & Safety Objectives

• Hazard Recognition and Assessment (Category C) – Workplace inspections

– Hazard reporting

– Task analysis

– Ergonomic assessment

30

31

Do: Risk Management and Control

• An organization shall establish and maintain a process to implement preventative and protective measures to address hazards and risks that were identified in the “Plan” Stage

32

Organizations shall establish and maintain policies, procedures and prevention programs for: – Incident reporting and investigation – Workplace inspection at all levels – Work refusal/work stoppage investigation – Emergency preparedness

Do: Risk Management and Control

Do: Risk Management and Control

• Policies, procedures and prevention programs:

– Other health and safety prevention programs

• MSD prevention

• Infection Prevention and Control

• Workplace Violence

• WHMIS

• Slip and falls

• Etc.

33

Do: Risk Management and Control

• Competence and training: – Process and procedure to ensure that

workers are competent to carry out all aspects of their duties and responsibilities

– Training to include but not limited to: • OHS roles & responsibilities • Legislative requirements • Safe Work Procedures • Workers Rights • Reporting Hazards, Incidents • Disciplinary Action

– Training to occur at Orientation and regularly as required.

34

Do: Risk Management and Control

• Communication and awareness: – Establish and maintain

procedures to: • Communicate information

about the HSMS, policy and progress of implementation

• Receive, document, and respond to appropriately

• Utilize workplace workers, JHSC, and HS Reps

35

Do: Risk Management and Control

• Documentation: – Process and procedure to maintain and – control documents and records

• Procurement and contracting

– A process to evaluate purchased – products, supplies, equipment, raw – materials, and other goods and services

• Management of change

– Shall establish and maintain procedures to – identify, assess, and eliminate or control – H&S hazards and risks.

36

Safety Group = Do

• Steps 2 & 3 (Communication and Training)

• Elements

– Incident Investigations

– Workplace Inspections

– MSD Prevention

– Slips/Trips/Falls

– Procurement

– Etc…….

37

Check: Evaluation and Corrective Action

• An organization shall develop a process to check their HSMS by:

– Implementing a mechanism to monitor, measure, investigate, audit and enhance the management system

– Monitoring and measuring regularly

38

39

Check: Evaluation and Corrective Action

Types of Evaluation

Type Purpose Steps to complete

Design (Plan) To ensure the intervention is well designed

Prepare an evaluation framework

Process (Do) To determine if the intervention was implemented as planned and to assess the reactions of people affected

Review the process checklist

Outcomes (Check) To determine whether the intervention had the desired effect

Measure indicators and compare to targets. Review the outcome questions.

40

What is Auditing?

A systematic, independent and documented process for obtaining audit evidence and evaluating it objectively to determine the extent to which

audit criteria are fulfilled.

Check: Evaluation and Corrective Action

41

Why Audit?

To provide Senior Management with objective information on which they can react to improve their health & safety activities.

Check: Evaluation and Corrective Action

Safety Group = Check

• Safety Group Step 4 (Evaluate: leading and lagging indicators)

• Safety Group Elements

RTW Self Assessment

Accident Investigation

PEMEP

- Workplace Assessment

42

Act: Strategic Review and Continuous Improvement

• Senior Management at regular intervals shall review the organization's HSMS to ensure continuing suitability, adequacy, and effectiveness.

• Identify the need for change and the actions required to implement the change, including the H&S policy and objectives.

• Communicate results to workplace parties

43

Act: Strategic Review and Continual Improvement

Management Review may include:

• Results of audit • Communication received by

workers & worker representatives

• Performance of HSMS – ie. results of investigation of hazards, near misses injuries etc…

• Extent to which objectives have been met

44

Safety Group = Act

• Safety Group Step 5 (Acknowledge Success/Make Improvements)

• Senior Leadership review and sign off

45

Safety Group = HSMS

• 5 Year Safety Group Members – Implement the 5 steps to Managing Health &

Safety

– Begin to build their HSMS by completing elements

• Advantage Members – Management Review/Internal Audit Program of

Health and Safety Management System

– Sustainability

– Ongoing auditing to identify gaps/strengths

46

47

The identification of corrective actions should feed back into the leadership and commitment and/or risk management

and analysis phases.

Cyclic Approach to Continuous Improvement!!

Break & Networking

• Sharing of Best Practices and challenges with returning injured employees to the workplace.

48

Evaluation Acknowledge Success Training Matrix

MM.DD.YY

To successfully achieve the safety group element a firm applies the 5 step management program 1. A written standard for the element 2. The method of communication to

employees 3. Provided the necessary training

4. Evaluate if the element is working

5. Acknowledge success &/or MAKE IMPROVEMENTS

Documentation/Record Keeping of each step is required.

1 – Set Standards

2 - Communic

ate

3 - Train 4 - Evaluate

5 – Acknowledge

Success or Make Improvements

Safety Group Element

• A systematic method for collecting, analyzing, and using information to answer basic questions about the element effectiveness

• To verify that the standard is current and up to date with legislation and company best practices

• To determine the significance, worth, or condition usually by careful appraisal and study – Audit, Quality Control, Assess, Check, Review,

Examine, Inspect, Measure, Testing

Evaluation: what does it mean?

• Check Safety Group Employers Guidelines of individual element

• Document all forms of evaluation – incorporate into existing methods

• Aim to complete Evaluation by year- end.

– If not, must complete by March 30th, of following year (prior to spot checks starting).

– MUST have written plan of “how” element will be evaluated and completed by March to put “Y” on Year-end Report

Program Requirements for Evaluation (Step 4)

• Determine if your safety group standards are working.

– How do you know?

– Is the standard working and achieving the desired result?

• Compare actual workplace activities to your written health & safety standards and expectations

• Keep track and document your evaluation process & analysis

• Negative results (or less than positive results) provide for “Opportunities for Improvement”.

– This is the importance of EVALUATION.

Things to consider

• There are many different ways to evaluate:

– Analysis of observations/inspections or job-site audits

– Survey of employees – interviews or questionnaire

– Statistical review & analysis - i.e. WSIB information

– Review and analysis by JHSC

– Management review and analysis

– Third party assessment and analysis

• See Employers’ Guidelines – page 16

Evaluation Tools

Evidence of Evaluation

– ASK

– REVIEW / ANALYZE

– REPORT

• = EVALUATION

• Collection of Data

– Consider What/Why, How, When, & Who

– i.e. Administer a Quiz to 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.

• Use a checklist format

• Identify in advance how and what will be evaluated

• Excellent resource document for year-end documentation

• Write method of evaluation in Standard ( who, what, how, where & when)

– Include benchmarks in your written standards.

– Set a schedule

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.

Best Practices

57

• From results of evaluation develop maintenance plan for following year

• No changes – Record date of review – Indicate element is current/being followed

• If changes required must complete 5 steps in 2013 – Update standard – Communicate – Train – Evaluate – Acknowledge success

2013 Maintenance Plan

58

Sample Workplace Inspection Checklist

59

• Statement recorded in minutes:

– JHSC evaluated the Workplace Inspection element for legislative compliance and understanding (JHSC minutes September 2012). Compared standard to safety group guidelines C-2, pg 31. All requirements met, no revisions required, no changes in legislation that would affect this element.

Sample Evaluation Statement

60

• Review the Employer Guidelines p22-50 for individual elements; p18 for general suggestions.

• NOTE: this is no longer an either/or activity, it is both!!

• Recognize and thank people for their contributions and participation.

• Based on the results of your evaluation (Step 4), include items in your action plan for continuous improvement of your elements.

(completed preferably in the program year January-December 31, 2012 but absolute deadline is March 30,2013)

Step 5 – Acknowledge Success/Make Improvements

61

• 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

Step 5 Acknowledging Success & Making Improvements

• When evaluation indicates the need for improvement, use co-operative approach to improve your company’s performance. Objectives may include:

• Raise performance to company standard

• Raise company standards and expectations

• Improve application of health and safety management system.

• * Create Action Plan with recommended improvements, assignment and timelines.

Make Improvements

63

• Determine what knowledge and skills are required for each element

• Determine the type of training to be delivered; classroom, hands on demonstrations, e-learning, etc.

• Determine who, what, where, when, why and how

• Review requirements for each element

• Training must be completed or verified within each program year (January – December)

Record of Training

64

• Keep written record – who, what , when

• Use training checklist and sign-off sheet

• Include training material with documentation

• Include certificates if appropriate

• Record information in JHSC minutes

Record of Training

65

Sample Training Matrix

66

• Discuss your progress to date with each element

– Are you doing what you said you would do?

– How do you know?

• What records do you have?

• What will you need to complete the 5 steps?

• Use the template to evaluate each other’s element.

Group Activity – Find a Partner

67

2011 Validation Audit results

68

2011 Validation Audit results

Reported score Final Score

80% 60%

100% *100%

100% *80%

100% 70%

100% *100%

80% *100%

100% 40%- Fail- no rebate

100% 100%

100% 70%

100% 70%

100% *100%

69

Achievement average 80.9% Approximately 3.24/ 4 Increase from 2010 results of 3.02/4 Additional 2% to be determined based on LTI rate and severity reduction of the group

• Major gaps identified

– Standard does not meet minimum requirements of Employer Guide

– No procedures to support the standard

– Training not completed for all staff- or training documentation not available

– Standard not evaluated

2011 Validation Audit results

71

• Internal Audit

– Incorrect reporting of conformities

– Not included in continual improvement plan

• Hazard Recognition and Assessment

– Not based on a standard formulae ,( e.g. numerical, alpha, etc).

– Include a process to identify, assess and rate hazards

Other Gaps- Advantage group

72

• Use training matrix to track all training programs

• Update job description/performance evaluation to include attend mandatory health and safety training

• Add evaluation document as an agenda item for JHEC & annual policy review

Other Suggestions

73

• Template for policies should include:

– Purpose

– Scope

– Roles and responsibilities

– Communication

– Training

– Evaluation

– Acknowledge success

– Make improvements

Other Suggestions

74

PROGRESS REPORT # 2 OCTOBER 12, 2012

YEAR END/MAINTAINACE REPORT DECEMBER 12, 2012

2013 SAFETY GROUPS APPLICATION DECEMBER 13, 2012

Safety Groups: IMPORTANT DATES

75

Thank you

www.pshsa.ca

www.healthandsafetyontario.ca