Safety Systems Management

Reginald C. Reese VP, Safety and Risk Management

Safety Summit 2011 Presentation

….and the Benchmarking Process

WHAT ARE WE MEASURING?

Daily safety communicationSafety meetingsSafety committees (employee involvement)Investigations (accidents and injuries)Modified dutyDocumentation in injury filesTraining curriculumInstruction qualityDrug and alcohol programMaintenance safetySafety performance (daily, on the road)Facility safetyCompliance documentation

BENEFITS

Employee, Customer and Public Safety (#1)Contract complianceCorporate complianceFederal, state, local complianceClient confidenceEmployee morale & wellnessLess stress on managementProfitability

SAFETY COMMUNICATIONSchedule safety reminders to the employees as they perform their tasks.Utilize as many forms of communication as you can think of.Reminders should be specific to the behavior you wish to modify.Safety meeting content should be prevention oriented. A “safety meeting” should be about accident and injury prevention.Safety meetings must be documented to standards established by corporate.Hands on refresher training should occur at least annually.Attendance at meetings should be mandatory, enforced. Make up meetings benefit all. Safety committees are required. They can assist with:

employee safety communicationfacility inspectionsincentive plans and functions.

EMPLOYEE INJURY MANAGEMENT

Poorly managed cases lead to higher claims costs and increased frequency.Management will complete a full investigation for every report. Accidents which lead to injury must be deemed preventable or non preventable.

Employees charged with preventable accidents must receive retraining before returning to work. Retraining must be accident specific, and we must evaluate and document that the employee has demonstrated the corrected behavior.

Each location must offer modified duty to every employee given restrictions in cases of work injury.We are working to produce a job analysis for each position.

New hire training (all “qualification” training) must include a skills course.All new hires must complete a documented FINAL ROAD EVALUATION before being allowed to drive with passengers.Trainers must be certified through the Keolis Trainer Certification Program (along with other required certifications).Evaluate your trainers at least annually. Classroom and BTW… documentation and results.

TRAINING PROGRAM

Core training program is the Keolis Operator Education Program.Total training hours for each employee are to be documented. If you are not “rolling up” total hours, you have no way of ensuring that total hours requirements are being met in every case.Minimum training hours for new hires and experienced new hires have been made available to you. Do not “shortcut” these minimums.Every training document must be signed off by an authorized representative of management.

TRAINING PROGRAM

DRUG AND ALCOHOL PROGRAM

All covered employees must receive at least 60 minutes of training (120 minutes for Supervisors Reasonable Suspicion)Issue the policy to all employees, sign off sheet retained.Employee testing files are to be kept on site, will include for each test: Chain of Custody Form, Notification Form, test results, other test related documents.Files to be individual, not “batched”.Laboratory, MRO, BAT, SAP credentials are to be kept on file.Run reports during each testing period to keep up on status.Post Accident Decision Maker Form should be used in all cases of vehicle accidents which include any damage to vehicles or potential injury to passengers. To be clear, most accidents other than FRO.

MAINTENANCE SAFETY

Documented maintenance facility inspection conducted at least monthly.Maintenance employees MUST wear appropriate PPE when performing tasks. This means that management is responsible for compliance by observance.Eye wash stations, fire extinguishers and spill kits are to be maintained in working order at all times and in area of potential use.

Maintenance department personnel must attend documented maintenance safety meetings at least monthly.Right to Know station is to be organized and updated regularly. The station:

Must contain an MSDS for every chemical used at the facility.Be organized so that employees can efficiently, quickly find information on first aid, fire extinguishing, spill control. Should be used in new hire and refresher training of all employees.Must be regularly checked to ensure that MSDS of chemicals picked at random can be located quickly.Is required (by OSHA) to be in place and training conducted for all employees.

MAINTENANCE SAFETY

MAINTENANCE SAFETY Lock Out Tag Out program must be in place, training conducted for ALL employees:

Maintenance employees: What they do to LO/TO vehicles and machinery….. Dispatch employees: Their responsibilities concerning LO/TO vehicles….. Operators and Managers: Understanding the LO/TO process, responsibilities..

Workplace Safety Rules should be posted (refer to Keolis Maintenance Safety Directives)Regularly inspect to ensure that safety concerns are being responded to properly and efficiently. Issue in writing the process by which employees bring safety concerns to management. Why?

SAFETY PERFORMANCE AND DOCUMENTATION

Schedule staff to perform a safety (road) evaluation on your employees regularly. Consider other types of evaluations besides “on board”. Include maintenance employees, fuelers, anyone who operates vehicles.Ensure that post accident training is accident specific, and include hands on training and evaluation. Refer to “Post Accident Training Guide”.A supervisor or management representative is expected to respond to every instance of passenger accident or collision. Explain…Designate knowledgeable, trained supervisors to initiate investigation of employee injuries, from the first report of injury. Progressive discipline must be followed in all cases of preventable accidents and safety violations.

FACILITY SAFETYDocumented facility inspections must be conducted at least monthly. Include all offices, grounds, employee work stations and storage areas. Note…This is a great way to utilize your safety committee!Abate all hazards found. Document the abatement dates.Perform “walk throughs” regularly in problem areas. Document items needing correction, daily and even hourly if warranted to correct the problem. Facility security must be controlled. Determine who has access to locked areas. Repair or upgrade security barriers in disrepair. Be sure to recover keys or other system access materials from terminated employees as they are out processed.Work stations must be provided with the names and numbers of agencies, location and company personnel to be notified in case of an emergency.Escape routes should be posted in each room of the facility.Fire extinguishers should be easily accessible to employees in every part of the facility

COMPLIANCE DOCUMENTATION

OSHA 300 – Must list every qualifying injury. The 300A form (summary) is posted in a place where all employees can see it. Posting dates are February through April every year. 5 years on file. The 301 form is to be kept in every file to summarize the injury.Injury and Illness Plan Documents – Discussed elsewhere……Pull Notice ProgramHours of Service – System to regularly check that drivers are not in violation.Regular InspectionsMIS Reports – 5 yearsSafety Meeting Documents: Agenda, sign in sheets, supporting documents.Drug and Alcohol documents discussed elsewhere……..Safety Committee MeetingsAll training documentation

Questions?

Thanks for all you do!