Step 5- Evaluation

September 2010

5 1

4 2

3

Written StandardWritten Standard

CommunicationCommunication

TrainingTraining

EvaluateEvaluate

Acknowledge Success &Acknowledge Success & Make ImprovementsMake Improvements

5-Steps to Managing Health & Safety

2

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?”

3

• 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

4

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.

5

• 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

6

• Write method of evaluation in Standard ( who, what, how, where & when)– Include benchmarks in your written standards.– Set a schedule

Best Practices

7

• 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

8

• 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)

9

• 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

10

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)

11

• 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

12

• 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

13

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

14

• 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

15

• 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

16

• 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

17

• 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

18

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

19

• 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

20

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:

21

• Identify in advance how and what will be evaluated• Excellent resource document for year-end

documentation

Checklist Format

22

RTW Self-Assessment Guidehttp://www.wsib.on.ca/wsib/wsibsite.nsf/LookupFiles/DownloadableFileRTWSelf_AssessmentGuide/$File/RTWSelfAssessment.pdf

RTW Self-Assessment Guide

23

• 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

24

• 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

25

• 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

26

Maintenance- Years 2- 5

September 2010

1. Written Standard2. Communication3. Training4. Evaluate5. Acknowledge success & Make improvements

5 Steps

28

• 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?

29

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?

30

• 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?

31

• 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

32

• 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…?

33

• 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

34

• 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…?

35

• 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

36

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 ?

37

• 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

38

• 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…?

39

• 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

40

• 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…?

41

Year-end Maintenance Report* Must be completed by Dec 31st

Pg 1/2Pg 1/242

• Visit the Focus Group for Maintenance or Evaluation if you want further guidance

• Complete the Maintenance and/ or Evaluation form

Activity

43