Rural Electric Safety Achievement Program · The Summit will provided an opportunity for leaders...

2012 Spring Meeting Arlington, VA - April 24-25, 2012

Rural Electric Safety Achievement Program

Spring 2012 RESAP Meeting (Apr. 24-25, 2012)

April 24, 2011 – 8:30am to 5pm - General Session

Welcome and introduction Bud Branham

2011 Fall meeting action item update Bud Branham

Update on RESMA and NRECA board meeting Bud Branham

RESAP implementation status & process review All

Safety Leadership Summit and Leading Practices Showcase update

Lunch (provided)

RESAP special activity All

Online system update and future plans Dave Horner/Bud Branham

Review onsite observer training content and plans All

End 2


Action Item Review

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Action Items - 2011 Fall RESAP Meeting

Item Status Develop online module to clarify the expectation for co-ops self-assessing safety performance

In progress

Update onsite observer training curriculum for 2012 Complete

Complete record retention recommendation for RESAP documents Complete

Download onsite observation summary report to Word document Need to discuss

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Action Items from Spring RESAP Meeting

Item Status

Finalize legal review of application and revise based on timing Complete

Update onsite observation surveys with team recommendations

Distribution complete/ G&T in progress

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Update on December Board and RESMA Meetings

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RESAP implementation status & process review

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RESAP Redesign Process

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Application Document Verification

Onsite Observation

Annual Performance

Measures

Safety Improvement

Plan

Onsite Out-Report

Self- Assessment

Leadership Commitment

Survey form completed by CEO

Leadership Commitment updated in year of onsite

New Survey Form Added


RESAP Status Overview

Description Count

2012 Onsite Observation Planned 188

2011 Onsite Observations Completed 159

Total 2011 2012

2011 Onsite Observations with SIP completed 130 118 22

2011 Onsite Observations with SIP NOT completed or entered online 29

SIP completed in 2011 with NO onsite scheduled 18

SIP completed in 2012 prior to onsite or with NO requirement 26

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RESAP System Process Steps

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Application Survey

Onsite Observation Survey APM Survey

SIP Completion

Survey

LC Survey

Online survey forms completed within annual cycle

Jan Jan Jul Apr Jan Oct Jul Apr Oct

2011 2012

APM Survey SIP

Completion Survey

Application Survey

Onsite Observation Survey APM Survey

SIP Completion

Survey

LC Survey

SIP completion survey form overlaps into 2012

APM Survey SIP

Completion Survey


RESAP Scheduling Requirements

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Safety Leadership Summit and Leading Practices Showcase Update

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Overview of Safety Leadership Summit

The Summit will provided an opportunity for leaders from many disciplines to come together with the common goal of Leading the Quest for Zero.

The program will center on the key focus areas that if effectively applied have the power to radically transform organizational safety performance.

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Where safety leaders emerge Continual leadership development and

understanding Understanding the essentials of systematic

process improvement

Facilitators of organizational change Team leaders and facilitators Understanding the impact of organizational

culture and leadership Leading continuous process improvement

Developing safety leaders Establishing and aligning safety activities to

achieve results Roles and responsibilities for safety

performance Managing continuous process improvement

Understanding the importance of leadership engagement

Setting and alignment of safety expectations Establishing a process for continual

improvement Establishing vision and principles for safety

Front-Line Personnel Safety Professional

CEO/GMManagement

Cooperative Leaders

Program Focus Areas

Safety Leadership

Safety Planning / Processes

Safety Culture / Engagement

Showcase Leading Practices


What to Expect:

Pre-conference workshops – Take a comprehensive look at winning safety practices and learn how to engage staff throughout the co-op to become leaders in this crucial effort.

Breakout sessions – Learn why it takes collaboration throughout the co-op to Lead the Quest for Zero. Gain insights from top industry safety practitioners on a wide variety of topics to inspire new approaches for improving safety performance at your co-op from the CEO to HR to the front line crews.

Leading Practices Showcase – Provides an opportunity for co-op leaders to reward and recognize employees for significant or unique contributions to safety improvements. For showcase attendees, this is an opportunity to learn some practical tools that you might implement at your own co-op. Plus, attendees can check out the latest in safety tools, supplies and innovations from vendors.

Networking events – Chat with colleagues about their safety challenges and successes, and learn more about what’s working for them.

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2012 Safety Summit - Time and Place

October 23-25, 2012

Hilton St. Louis at the Ballpark

1 South Broadway St. Louis, MO, 63102

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Spring 2012 RESAP Meeting (Apr. 24-25, 2012) 16 Showcase Templates & Process 04.04.12


Potential Showcase Initiatives

Topic Who?

Front line leadership training South Carolina Statewide

Journeyman refresher training South Carolina Statewide

Leadership driven crew rubber gloving testing process Great Lakes Energy

Transforming to an effective safety committee Mecklenburg Electric Cooperative

Onsite Site Assessment w employee participation Peggy (SC)

Near Miss Reporting – safety team initiative Golden Valley

Safety meeting improvement initiative Dakota Electric Association

Increase awareness of incident reporting – stop light suggestion Randolph EMC

Creating a leadership-driven vision for safety – AVT2 Mid-South Synergy

Outage scenarios for training/safety meetings Colorado Statewide

Job briefing improvement initiative Glacier EC

Accident investigation process - TAP Colorado Statewide


Potential Showcase Initiatives

Topic Who?

Teamwork to create an effective lineman rodeo Virginia Statewide

Fleet management tagging equipment to verify behaviors Colorado Co-op


Leading Practices Showcase - Example

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Spring 2012 RESAP Meeting (Apr. 24-25, 2012) 20


CEO decides to submit safety improvement idea for

Showcase consideration

Send Detailed Submittal Form to Co-op Cooperative.com

Conference & Events Safety Summit

Showcase Submittal and Selection Process

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Notify Area Administrators / Co-ops

Showcase Presentation Specs

Evaluation Criteria

Showcase Coordinator Notified Power Point Template

Complete online form

Intent to Submit Form

Title:

Safety Improvement Area:

Source of Safety Imp Activity:

Safety Imp Process Step:

Brief Description:

Describe Results Achieved:

Validates Submittal

Valid Submittal? N Y

Validates and Collects Submittals

Showcase Submittal Form

Title:

Safety Improvement Statement:

Description of Imp Situation:

Solution Employed:

Results Achieved:

General Overview Information

Contact Information

Completes Submittal Form

• Space Limitations • Consider: – Type of Co-op – State / Region – Size, etc.

• Level of creativity or uniqueness

• Impact on Safety Imp

• Linkage to purpose

Evaluate Submittals against Evaluation Criteria Select Showcase

Participants

Co-ops Prepare Showcase Presentation

Showcase Event

Blind Review


Draft Showcase Submittal Form

Showcase – Intent to Submit Online Form

Title:

Safety Improvement Area: Drop down box

Source of Improvement Activity: Drop down box

Brief Description:

Briefly Describe Positive Results Achieved:

Contact Information

CEO Name:

Cooperative Name & State: Name: State:

Showcase Lead Person:

Other Personnel to participate:

Lead Person Email:

Lead Person Phone #:


Showcase Presentation Board - Layout

Safety Improvement Title

Safety Improvement Statement:

Description of Improvement Situation:

Solution Employed:

Results Achieved / Next Steps:

Co-op Name

Statewide Association

CEO & Contributing Employees

Co-op Demographics / Map

Safety Improvement Subject Area:

Source of Safety Improvement Activity:

Presentation Poster with Standardized Formats Improvement Summary Section General Overview Section


Standardized Definitions and Criteria

Improvement Title: Title of the Improvement Activity (example: Improved Journeyman Refresher Training)

Safety Improvement Statement: Clear concise statement that fames the safety improvement initiative (one sentence)

Description of the Improvement

Situation:

Describe and/or quantify the problem or issue the activity is trying to improve (a paragraph or two) - include pictures, videos, quantitative analysis, flow chart, and props

Solution Employed: Describe the solution employed to address or solve the problem – include pictures, videos, graphs and props to clarify understanding

Results / Next Steps Summarize results obtained from the solution and next steps – include graphs, interviews as appropriate

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Standardized Definitions and Criteria

Safety Improvement Areas:

Training Work processes or procedures Safety rule Employee awareness /

communications Leadership Employee Behaviors Planning / process Rewards and Recognition

Tools and Equipment Facilities Employee Involvement Safety culture Hazard correction / Risk mitigation Incident analysis Other explain

Source of Safety Improvement

Activity:

Employee suggestion / idea Team improvement initiative Inspections / assessments

Strategic initiative Safety improvement plan Management / Supervisor initiative

Safety Improvement Process Steps:

Engage Assess Plan Implement Measure

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Showcase General Discussion Issues

Showcase flyer and formal invitation

Showcase poster specs

Showcase exhibit spaces – 25 to 30

Pricing

Peer review panel

28


RESAP Special Activity – “Dog eat Dog” Jeopardy

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Online System Update

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Online System Update and Future Plans

Changes to Comparative Performance Report

Update on spell check implementation

Improved accessibility to electronic tablets

Online formatting enhancements

Update on future plans

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Comparative Safety Performance Report - Example

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RESAP ENHANCEMENTS • Larger Screen Width, Larger Fonts

Match coop.com background and width Page is centered Changed from800px to over 1000px

(people have larger monitors now)



Added submit warnings:

Added 100% complete but not submitted warning:



Top Level Report Menu

Moved report menu from underneath home menu to top level (no longer need to hover over home)


Review Onsite Observer Training Content and Plans

37


Onsite Observer Training – Content Elements

General overview

Onsite assessment questions & criteria

Observation scenarios

Interviewing videos

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Questions and Comments

End of Day 1

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Wednesday, April 25, 2012 – 8:00 a.m. to 12 noon

Discussion on general program issues All

Orientation for new Area Administrators

Review revised application

Guide for Rationale behind RESAP requirements

Feedback from safety facilitator training

Online regulatory/compliance training

Review self-assessment process

Review research findings on Serious Injuries & Fatalities (SIF) All

Summary and next steps

Meeting evaluation All

End

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Discussion of General Program Issues

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Orientation for New Area Administrators

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Revised Application Review

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Revised Application Examples

3.3 Identify the type of safety position that currently serves as focal point for safety initiatives and a compliance resource. Full time safety position/s Coordinates safety activities as part of another job Other, specify:

3.4 What is the frequency a safety committee meets on an annual basis? Once a week Once a month Once a quarter Twice a year Other, specify:

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Guide for Rationale behind RESAP Requirements

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Review Self-Assessment Online Module Content

46


RESAP Self-assessment Model

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Purpose: Understand the current state of safety performance and identify the top improvement opportunities

Decide on Approach Identify Areas to Investigate

Assess Performance in Selected Areas

Safety Improvement Plan

Self Assessment Steps – 1st Phase of Developing a Safety Improvement Plan


RESAP Self-assessment Model – First Step

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Decide on Approach

Safety Improvement Team

Include Selected Field

Employees

1

2 Executive Staff

Improvement Team

Choose best approach?

Assign Executive Sponsor


RESAP Self-assessment Model – Second Step

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Identify Areas to Investigate

Job Briefings Unsafe Behaviors / Conditions Rewards & Recognition Leadership Development Operating Procedures Safety Rules Inspection Processes Supervisor Training Employee Involvement Supervisory Engagement Alignment of Expectations

Top Leader Engagement Safety Meetings Safety Committee New Employees Safety Communication Safety Measures Safety Culture Employee Training Hazard Recognition /

Correction Incident Analysis Safe Measures

Where are our greatest opportunities?

Top 5 to 6 Priorities

Select top priorities for in-depth investigation


RESAP Self-assessment Model – Third Step

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Assess Performance in Selected Areas

Assessment Methods • Onsite assessment results • Statewide safety rep input • Online self assessment guides • Supervisory input • Executive interviews • Employee interviews • Employee surveys • HR input (i.e. exit interviews,

etc.) • Field inspection data • Normal field observations • Data analysis • Other assessments



1. Priority A

2. Priority B

3. Priority C

Narrow down based on

assessment

Safety Improvement Plan


Safety Follow-up Initiatives

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Safety Improvement - Action Levels

Action Levels Description Comment

Level 1 Direct leadership action

Within normal supervisor lines of authority – “gitter’ done”

Level 2 More complex leadership action

Requires a more significant resource commitment, higher level approvals and/or cross functional management review

Level 3

Complex organizational action (requires leadership oversight and support)

Requires special analysis, problem solving, and/or employee buy-in and involvement for effective implementation, usually requires a significant commitment of organizational time and resources

Consider the type of follow up action required:


Organize a Plan for Action

Formulate the goals and initiatives into an organized plan with clear assignments, responsibilities, and timeline for achievement.

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Three-year Goals:

Annual Objectives:

Planned Initiative Key Actions Responsibility for Completion Timeframe for Completion

What goals do we want to achieve over the next three years?

What do we want to achieve this year?

What initiatives are required to achieve

our objectives?

What key actions are required for

each initiative?

Align responsibilities for

initiatives and actions

Set expectations

for completion


Serious Injury & Fatality Research

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Video on Recent SIF Research

www.youtube.com/watch?v=-O-LHgTRCvU

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Serious Injury & Fatalities

Serious Injury & Fatalities (SIF) – defined as life altering incidents

Typically a very low probability of occurrence

For a workforce of a 1,000 employees, working three years;

• 1 fatality / 5 SIF injuries will occur

The traditional bias is SIF events are flukes and not due to systemic problems in organizations

Reducing frequency of recordable injury cases does not necessarily reduce SIF’s

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Fatality

Serious Injuries (loss time /

restricted duty)

Accidents, incidents, and minor injuries

Unsafe acts and conditions

The Safety Triangle

Results

Behavior & Conditions

Leadership Action

Probability of Unsafe Acts to Serious Accidents

• Investigations • Coaching • Supervisory Interactions

• Accountability • Communication • Recognition

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Example - working at heights and tying off - studies show 50% of the time employees do not tie off

Research shows that SIF occur as follows:

• 42% relate to the violation of a Cardinal Safety Rule (CSR)

• 29% relate to pre-task risk assessment

20% of non-related SIF events have the potential to be an SIF event

• Assess High Low SIF potential • Example – employee slips while working on rail car; sprains back verse

employee slips in meeting room; sprains back

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High Risk Activity Unmitigated High

Risk Condition (precursor)

SIF Potential



Recommendations

1. Educate organization on SIF findings

2. Create an SIF incident rate and monitor

3. Integrate findings with existing safety processes:

Incident investigation

Observation and feedback

Pre-task risk assessment

Data analysis

4. Develop mechanism to identify and correct SIF precursors

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Agreements & Follow-up Items

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As a group we will make every effort to enforce the RESAP schedule requirements shown on the enclosed timeline (slide 14)

• We (NRECA) will send out periodic reminders at key process points

SIP are due for completion by year-end and the associated online form

• States can set different expectations based on local agreements

We will send out reminders to co-ops who have not completed SIP-C forms for 2011 and APM forms for 2012

Email from Glenn English will be sent to CEOs on Safety Summit

• We will copy Area Administrators shortly thereafter

A formal invitation will also be sent to CEOs from NRECA - following Glenn’s email

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Safety Summit flyers, both hard copies & PDF will be sent to Area Administrators (complete sign up form & provide # needed)

Investigate creation of a Safety Leadership Summit library of Best Practices Showcase ideas and make available for online access

We will study the option of a web conference to review the purpose and process of the Safety Leadership Summit and Leading Practices Showcase

• We will notify the Area Administrators in advance, if established

We will check with Gary Pfann on the possibility of continuing education credits for the safety summit

Begin project to create a “RESAP Requirements Guide” to clarify the reasoning behind RESAP Requirements that exceed regulatory requirements

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Touchstone weather app will be available to those who desire it (complete sign up form)

We will check our ability to post Jeopardy and additional games online and make available for use – will notify you when posted

Notify us if you wish use Onsite Observation training materials or would like to schedule training with our support

• Discuss national training at a central location

Federated discount approach – “all RESAP process steps in a given year must be completed prior to the premium renewal date to receive the discount”

Review ways to summarize and graphically depict the application results

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Check application questions for the ability to verify and include all such questions for random selection in the document verification process

Provide an N/A selection option for each onsite observer section

Adjust wording on applications questions as needed, based on feedback

Online system priorities in the short term will be:

• Spell check

• Create open access to Achievement Status Report

• Clean up noted Achievement Status Report discrepancies

• Check ability to add co-op name to report logo page

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Volunteer Needs

Safety Summit Peer Review Panel

RESAP online system usability study

“RESAP Requirements Guide” development task team

RESAP Orientation – Safety Leadership Summit

RESAP Observation Training Session – Safety Leadership Summit

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Summary and Next Steps

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