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Step 5- Evaluation
September 2010
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5 1
4 2
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Written StandardWritten Standard
CommunicationCommunication
TrainingTraining
EvaluateEvaluate
Acknowledge Success &Acknowledge Success & Make ImprovementsMake Improvements
5-Steps to Managing Health & Safety
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Evaluation - What does this mean?
• Verifying that the company’s standards are still current and up-to-date to both:– Legislation and– Company business practices
• 2. Verifying that what is actually being done in the workplace meets the standards and company rules established in Setting Standards
• “Is the workplace doing what it said that it would do?”
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• Assess implementation of your element• Assess what’s working & what’s not working
–Identify “gaps” in your health & safety program• Address workplace culture issues i.e. employee
participation, supervisor support, functional JHSC• Record review opportunity re: standards,
communication & training• Review accident/incident/near miss• Recommend improvements to H&S Program
Benefits of Evaluation
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Evidence of Evaluation– ASK
– REVIEW / ANALYZE
– REPORT
• = EVALUATION
• Collection of Data – Consider What/Why, How, When,
& Who– i.e. Administer a Quiz to 50 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.
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• The results of the Evaluation indicates “Negative Results”– For this element, “the company is not doing what the
Standard expects it to do”
• Is this still Evaluation (Step 4)? YES! • Negative results (or less than positive results)
provide for “Opportunities for Improvement”.• This is the importance of EVALUATION.
Negative Results
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• Write method of evaluation in Standard ( who, what, how, where & when)– Include benchmarks in your written standards.– Set a schedule
Best Practices
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• 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
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• Document all forms of evaluation – incorporate into existing methods
• Aim to complete Evaluation by year- end. – If not, must complete by March of following year (prior to
spot checks starting).
• But - MUST have written plan of “how” element will be evaluated and completed by March to put “Y” on Year-end Report
Program Requirementsfor Evaluation (Step 4)
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• 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
Acknowledging Success & Making Improvements
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Interview/Survey Employees
1. Determine your objectives 2. Address all elements simultaneously3. Identify required amount of participation 4. Develop list of questions relating to elements and
your objectives5. Questions can either be asked verbally one-on-one
with staff or by handouts (Modified worker could do interviews)
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• Health & Safety Policy– Does your employer have a H&S program- how do you
know?– In your opinion are they committed to your personal
safety- if so, how do you know they mean what they say ( e.g. how is this demonstrated to you by the company)?
– How are you held accountable for your & others safety?
SAMPLE Interview/Survey Employees
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• Determine your objectives• Address all elements simultaneously• Determine participation level 100% – (mandatory or voluntary)
• Develop questions specific to objectives and elements
• Questions?? quiz format, multiple choice, true/ false, fill in the blanks, etc.
Employee Quiz
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SAMPLE: Quiz ExamplesIs PPE checked regularly for wear or defects, and replaced immediately if necessary?
Yes NoDon’t know
The hazard reporting procedures allows for immediate reporting and corrective action without waiting for the next round of regular inspections.
Yes NoDon’t know
Is the Health & Safety Representative selected by the owner?Yes NoDon’t know
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• include all 5 elements in monthly inspection report/checklist
• ensure JHSC/representative or supervisor understands
• Ask questions of workers• Have JHSC review results and make
recommendations• Ensure recommendations are recorded in JHSC
minutes
Scheduled Workplace/Site/Shop Inspections or Tour
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• JHSC must be an active participant in the safety group initiatives since the start of year– Discuss at meetings/record in minutes
• Provide JHSC all pertinent information: meeting minutes, inspection reports, injury statistics, supervisor’s comments, training records, etc
• Discussion to identify areas of improvement for next year and areas of success
Joint Health & Safety Committee
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• Management & supervisors must be aware and involved in safety group initiatives during the year
• Hold meetings ( quarterly updates) • Present to management team the progress of the 5
elements and necessary documentation• Discussion– Areas of improvement– Areas of success– Next years elements
Management Review
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• Measure organization against external standards– Workwell Core Audit or corporate audit, CSA, other
guidelines
• Use entire audit or use portions of audit that apply to your element selection
Internal Audit
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Internal Audit• Sample Guidelines from
Workwell Core Audit:• Early & Safe Return to Work
– Roles & responsibilities– Contact with injured worker– Medical monitoring and
treatment– Provisions for modified work– Re-integration of the worker
to regular work– Reporting requirements to
WSIB
• Action Required with Target Dates– policy required: including
roles & responsibilities
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• Decide who and what will be observed• Physically observe activity being done– lock-out/tag-out, Fork truck, Emergency Evacuation,
Confined Space
• Conducted by supervisor and/or JHSC or worker on modified duties
• Provide immediate feedback to employee• Can be used in conjunction with annual performance
reviews
Observations
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SAMPLE Observation ExampleForklift Procedures Date:___________Observers’ Name: _________________ Operator: __________________________
Pre-Operation CheckGeneral Operation: operating around personnel, reversing, parkingload handling: pick-up, placement, stacking, re-stockingloading /unloadingoperational maintenance: refueling
Immediate Feedback:
Operator Comments:
Recommendations:
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• Identify in advance how and what will be evaluated• Excellent resource document for year-end
documentation
Checklist Format
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RTW Self-Assessment Guidehttp://www.wsib.on.ca/wsib/wsibsite.nsf/LookupFiles/DownloadableFileRTWSelf_AssessmentGuide/$File/RTWSelfAssessment.pdf
RTW Self-Assessment Guide
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• Opportunity to measure the impact of completed elements on the injury/incident rates in the workplace
• Consider using:– a historical comparison against previous years– a comparison by locations or branches within business– a comparison to your rate group
Injury/Incident Statistical Analysis
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• Analyze key indicators in your workplace:– Lost-time injuries– No lost-time injuries– First Aid– Near misses– Property Damage– Duration of WSIB claims
SAMPLE Injury/Incident Statistical Analysis
0
10
20
30
40
50
60
70
80
90
1stQtr
2ndQtr
3rdQtr
4thQtr
2003LTI's
2004LTI's
2005LTIS
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• Corporate auditor, health & safety association, safety group member, health & safety professional ( ergo, hygienist)
• Benefits– Address all elements at same time– Auditor will provide insight and recommend
improvements
Third Party
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Maintenance- Years 2- 5
September 2010
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1. Written Standard2. Communication3. Training4. Evaluate5. Acknowledge success & Make improvements
5 Steps
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• OHSA • Section 25(2)(h) and 27(2)(c)– take every precaution reasonable in the circumstances for
the protection of a worker;
• 25(2)(j)– prepare and review at least annually a written
occupational health and safety policy and develop and maintain a program to implement that policy
Why Maintain?
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HCRFR- Section 9(2-4)• (2) once a year review the measures and procedures for
the health and safety• (3) review more frequently than annually if,• (a) the employer, on the advice of the JHSC determines
that review and revision is necessary; or• (b) there is a change that may affect the health and
safety of a worker.• (4) The employer must develop, establish and provide
training and educational programs for workers in consultation with the JHSC
Why Maintain?
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• Ensure you are still meeting legislative requirements and best practices
• Ensure the program is achieving what you wanted• Ensure you are not creating other hazards
Why Maintain?
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• Annual Review of company Standards:– Base on evaluation, were there gaps?– Do the improvements need to be incorporated (new
“rules”)?– Do standards meet current business process?– Do standards continue to meet legislations?– When will this be done? (several dates/times is easier)– Who will review the standards?
Step 1 - Maintenance
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• Recommend: – Date Standards – Use “issue / review (no changes) /revise
(changes) dates” or an index page, or other suggestions?– Circulate policies & procedures for comment i.e.
Management meetings, JHSC (document thru minutes & post); other suggestions?
– Other ?
How can we show Evidence…?
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• Revisit communication:– if revise standard (“rules”) – need to communicate “new
rules” to all staff– how are new / returning staff informed of past elements?– would staff benefit from ongoing or repeated
communication? i.e. reminding staff on past heat stress standard during summer
– Other ?
Step 2 - Maintenance
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• Recommend: – Include in Orientation training checklist– Include in employee handbook– Include in health & safety manual – Include in JHSC meetings & minutes (posted)– Include in safety talks, staff meetings, pay stuffers,
newsletters, postings on H&S board – Other ?
How can we show Evidence…?
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• Review training:– Is additional training required? Have the “rules” changed?– Have new/returning/transferred staff been trained?– Do we have the required / appropriate number of trained
personnel?– Has annual training been completed?– Is all training current (not expired)?
Step 3 - Maintenance
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How can we show Evidence…?
• Recommend: – Include in safety talks, staff H&S
meetings/training, one-on-one training, other?– Include in Orientation training checklists– Maintain a staff training matrix of all training and
expiry dates– Post training certificates– Other ?
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• Regular Evaluation of elements: – Are we doing what we said we would do…still?– Is it working for us?– What are the gaps?– Are changes needed?– Can we do something better?
Step 4 - Maintenance
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• Include on Workplace Inspection checklists -regular evaluation of past elements (x12)– Inspections are reviewed by JHSC– Recommendations made, post and note in JHSC Minutes
• Use other internal/ third-party audits (i.e. ISO)• Regular observations of staff performing
– (i.e. Body mechanics, lifts and transfers, PPE) by Supervisors, JHSC
• Annual staff questionnaire, survey (part of Workplace Inspections?)
• Others?
How can we show Evidence…?
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• Make improvements and acknowledge successes– based on evaluation and review of the first 3 steps make
improvements where necessary and – acknowledge successes and employee’s contributions
Step 5 - Maintenance
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• Recommend: – Reports to / from Management – End of year newsletter, memo from leadership outlining
specific improvements and successes – Recommendations from JHSC, noted in JHSC Minutes and
posted for staff– Posted results from staff observations, questionnaire,
survey etc.– End of year celebrations / gifts with link to elements (i.e.
speech, agenda, minutes) – Others ?
How can we show Evidence…?
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Year-end Maintenance Report* Must be completed by Dec 31st
Pg 1/2Pg 1/242
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• Visit the Focus Group for Maintenance or Evaluation if you want further guidance
• Complete the Maintenance and/ or Evaluation form
Activity
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