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1 Veriforce Research


Key Takeaways

Tips on what an effective contractor

safety program should include

Common shortcomings in contractor safety

programs

How technology supports more proactive and

efficient contractor management

Read this eBook to learn:

minute read10

1 2 3


Introduction

2018 Desktop Safety Audit Findings & Corrective Actions

Technology to Support Contractor Safety Compliance Programs

Conclusion

Table of Contents

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Contractor Safety OverviewA top concern for many organizations is ensuring that the third-party workforce that they rely on shares their strong commitment to safety. Strong contractor safety programs can:

○ prevent worker injuries;

○ help to safeguard company reputation;

○ support compliance with government regulations;

○ and avoid unnecessary loss.

Ensuring that these programs are effective requires consistent monitoring, as well as attention to any signs of potential program shortcomings and/or failure to follow program requirements among contractors.

About the eBookA contractor safety compliance solution from Veriforce includes regular safety audits of our clients’ third-party workforce. In this eBook, we report on desktop audits performed during the year 2018 and highlight key deficiencies noted. The eBook also discusses the role that technology can play in helping organizations manage contractor safety more effectively.

Introduction


In Veriforce desktop safety audits, our team of auditors reviews documentation submitted by contractors to demonstrate their compliance with OSHA and client-specific requirements across the categories seen in the image on the right, and then notes any findings of safety program deficiencies.

A deficiency is any shortcoming in a contractor’s program, such as failure to meet an OSHA standard or a lack of ability to demonstrate implementation of an element of their written safety program.

Desktop Safety Audit Findings

Inspections / Audits / Observations

Medical & Occupational Monitoring

Subcontractors

23%

12%

0%

45%

11%

9%

HSE Policies & Procedures and Program Training

Management Involvement in Safety Programs

Incident Reporting & Investigation

Categories ReviewedPercentage of Total Deficiencies for 2018


Top 10 Areas of Deficiencies

HSE Program EvaluationEvaluation of an organization’s occupational health and safety program and its effectiveness should be, at a minimum, conducted annually. This requires reviewing, measuring, and documenting

all aspects of the health and safety management system.

HSE Audit/Inspection ProgramConducting regular audits and inspections is one of the most effective ways to identify potential hazards in the workplace. Inspections should include close examination of equipment used, in addition to evaluating how well employees comply with workplace standards and procedures while performing their routine duties. Audits/inspections should be conducted and

documented according to the frequency required by the policy.

In 2018, Veriforce safety audits identified the most deficiencies in the 10 areas below. Each area of deficiency includes a description of the standard practice against which our auditors assess contractors’ safety programs.

01

02

HSE Program Evaluation

HSE Audit/Inspection Program

Hearing Conservation Program and Audiograms Conducted

Tool and Equipment Inspection Program

Lockout/Tagout (LOTO) Program

Short Service Employee Program/Policy

Assured Grounding Program

Fall Protection Program

Fire Prevention/Fire Extinguisher Program

Confined Space Program

123456789

10



Hearing Conservation Program & Audiograms ConductedRegarding workplace exposure to occupational noise, an organization should have a written hearing conservation program that clarifies the policy to protect employees from hearing damage, which is required in work areas with a decibel level of 85 dB or over. The program must include providing regular hearing tests (audiograms) to employees, in addition to keeping records of the tests conducted.

Tool and Equipment Inspection ProgramTools and equipment, at a minimum, should be inspected before each use to make sure that they are in good working order and have appropriate guarding to help prevent incidents.

Lockout/Tagout (LOTO) Program

Lockout/Tagout refers to the practices and procedural standards employees should use to ensure machinery or equipment is properly shut off during servicing and maintenance to prevent hazardous energy release.

Short Service Employee Program/Policy A short service employee program provides short service employees with the necessary skills to perform their jobs safely. The program should include safety training, a measurement tool to record employees’ understanding of the required policies and procedures, documentation of program completion, a mentor system, and evaluation procedures.

Assured Grounding ProgramThe purpose of an Assured Grounding Program is to protect employees from hazards created when cords, connectors, receptacles, and plug-connected equipment are improperly used and maintained. The program should include written procedures, competent person requirements, written testing records, and a written training program.

Fall Protection Program The purpose of a fall protection program is to establish guidelines to protect all employees engaged in work activities that expose them to potential falls from elevations. Employees should be trained prior to any initial use of a fall protection device or equipment. This includes both awareness level training, as well as a hands-on portion.

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07

08

03

04

05


Fire Prevention/Fire Extinguisher ProgramThe purpose of a fire prevention/fire extinguisher program is to eliminate the causes of fire and to prevent injury and loss by fire. The program provides employees with procedures that will assist them in recognizing, reporting, and controlling fire risks, and should include proper fire extinguisher inspections.


Confined Space Program The purpose of a confined space program is to identify confined spaces and their hazards and provide the necessary training to facilitate safe entry. The program should include documentation to show that employees who perform tasks in confined spaces have been trained on the safe performance of their duties before initial assignment, as well as before a change in assigned duties or a change in operations that presents a new hazard, deviations in procedures, or renders an employee’s knowledge inadequate.

The following detailed findings are for each of the audit categories reviewed in 2018.

09 10


Detailed Findings: HSE Policies & Procedures and Program Training

Five of the top ten areas of deficiencies fell into the category of HSE (Health, Safety, and Environment) Policies & Procedures and Program Training. The subcategory of Lockout/Tagout (LOTO) was the top area of weakness in this category. Contractors often assume that hiring clients are responsible for LOTO, but contractors should always have their own written LOTO program. Contractors should compare their LOTO policies to those of their hiring client and adhere to the most stringent program. In addition, contractors should maintain any LOTO records or documentation for their own employees (copies may need to be requested from the hiring client).

Percentage of Desktop Audits Performed in 2018 Where Deficiencies Found

Note: this category includes 5 of the top 10 areas of deficiency, indicated in yellow.

**


Detailed Findings: HSE Audits & Inspections

In the category of HSE Audits & Inspections, HSE Program Evaluation and HSE Audit/Inspection Program/Policy were the top areas of weakness, found in nearly two-thirds of all audits. Most of the findings in this area were related to a lack of program training or a lack of documentation of a policy.

66%

HSE Program Evaluation

65%

HSE Audit / Inspection Program / Policy

59%

Tool and Equipment Inspection Program

49%

Assured Grounding Program

31%

Operating Equipment Inspections Program



Detailed Findings: Management Involvement in Safety Programs

With regard to Management Involvement in Safety Programs, auditors found the most shortcomings in the area of Safety Meetings Performed. Holding a regular, company-wide safety meeting that’s led, in part, by members of the contractor’s management team and provides key program updates is critical to successfully demonstrating the importance of safety and promoting a safety culture.



Detailed Findings: Medical & Occupational Monitoring

In the category of Medical & Occupational Monitoring, nearly two-thirds of programs reviewed were deficient in Hearing Conservation Program and Audiograms Conducted. Key elements of a hearing conservation program include documenting baseline noise exposure measurements, audiometric testing, and follow-up measurements. In programs reviewed, auditors found a lack of documentation on baseline noise exposure measurements and/or follow-up measurements.

Hearing Conservation Program and

Audiograms Conducted

63%

Respiratory Protection Training

30%

Respirator Medical Evaluation

28%

Fit Testing Conducted

21%



In the category of Incident Reporting & Investigations, a little more than a third of audits revealed shortcomings in the area of Incident Management Program/Policy. Findings in this area most often revealed missing documentation of the program or policy, a lack of training being provided to management, or the absence of a program.

Detailed Findings: Incident Reporting & Investigations



The corrective action phase of a Veriforce desktop audit allows contractors to address any program and documentation deficiencies and improve their audit score, which contributes to their overall safety score.

Here’s how it works:

1. The desktop audit reveals a contractor’s audit score.

2. A Veriforce auditor partners with the contractor and serves as a resource to identify gaps found during the audit and recommend corrective actions.

3. Within 7 days of the initial desktop audit, the contractor submits a written corrective action plan, which is approved by Veriforce. Some actions are immediate and simple, such as when a company had documentation of their fire protection inspections but forgot to submit that documentation for the audit. More complex actions, such as changes in short service employee training programs, may require several steps to be taken over the course of weeks. During this interim period, points are awarded back to the contractor’s audit score for actions taken or planned.

4. A follow-up desktop audit is performed by Veriforce within a year to confirm completion of all corrective actions and assess the contractor’s implementation of improvements to their safety program. If Veriforce finds that proposed program improvements were indeed implemented, the contractor’s improved audit score stands.

Corrective Action: Continuous Improvements in Safety

“Veriforce contractor safety audits have given us more eyes in the field to help identify safety gaps among

our contractors and ensure they take corrective action.”

- Sam Holliday, Staff Safety Representative, Southern Star Central Gas Pipeline


In 2018, desktop audits revealed an average initial score of 70 out of a possible 100 points. After corrective actions were taken, contractors’ average scores improved from 70 to 87.

Most Veriforce contractors see a significant positive change in both their audit and overall safety score when they participate in the corrective action process after deficiencies are identified. Plus, hiring clients can view a company’s historical improvements to see which contractors have actively matured their safety programs and culture. Taking proactive steps to address safety deficiencies through corrective action is key to getting maximum value out of the audit process – for both the contractor and the hiring client.

The Veriforce desktop audit and corrective action processes help drive measurable safety improvement and risk reduction.

Corrective Action: Proactive Improvements That Pay Off

INITIAL DESKTOP AUDIT

POINTS

POINTS

1000

AFTER CORRECTIVE ACTIONS

70

87


Keeping up with contractor compliance with OSHA and company-specific safety requirements can be a major challenge. Monitoring through regular audits of contractor safety programs is an important component. The right technology can help organizations make use of audit results in combination with other factors to more proactively and efficiently manage their contractors’ safety performance.

An effective technology solution should:

Technology to Support Safety Programs

Provide a central place to track and access all contractors’ safety program details – safety stats, policies, audit results, questionnaires, and other pertinent documents – as well as internally share feedback about a contractor

Enable real-time visibility into each contractor’s status, allowing easy identification of approved contractors, plus a clear view of any reasons behind non-compliance and the details regarding any exceptions granted

Incorporate action lists and badges that highlight incomplete tasks, streamlining program management for the hiring client and, in the contractor’s view, ensuring they know exactly what must be completed to get to work


Technology to Support Safety Programs

Provide KPI (Key Performance Indicator) charts that enable efficient monitoring of key program details and understanding of contractor safety trends

Provide automated email notifications that ensure contractors receive timely notice of any actions needed to maintain compliance with safety requirements

Offer flexible, client-side configuration to group contractors and tailor their safety requirements based on the hiring client’s unique criteria

Offer a consolidated view of contractors’ status across both safety and insurance prequalification requirements for a “one-stop” assessment of readiness to work


Contractor Safety Programs Work

Veriforce Contractors’ Average TRCR vs. General OSHA Average TRCR

**2018 OSHA data will be released in November 2019. *Includes all Veriforce contractors (in safety prequalification only or audit programs).

2017** 2018

0.77%

3.1%

0.77%

VeriforceContractors*

GeneralOSHA Average

Veriforce OSHA*

When comparing Total Recordable Case Rate (TRCR), contractors that participate in the Veriforce safety compliance program significantly outperformed the general average OSHA rate. This clearly demonstrates that a program that combines a strong contractor safety prequalification process, a desktop audit program, and the right technology is able to help drive continuous improvement to contractors’ safety programs and culture.


Conclusion

While every project and worksite has unique characteristics, Veriforce audit findings demonstrate that there’s the likelihood that common weaknesses can be found across jobs and sites when it comes to safety. The safety audit results highlighted here can provide a useful guide to help you identify areas that may warrant extra, proactive effort in order to avoid similar contractor safety shortcomings on your own sites. Safety compliance management software can play an important role in helping organizations to stay on top of their contractors’ safety performance and to manage safety compliance proactively and efficiently.

To learn more about the 2018 Safety Audit Results or to speak with a representative about your safety program, visit veriforce.com or call 800.426.1604.

Veriforce and Safety Compliance Management

Veriforce delivers integrated compliance solutions that help companies enhance safety for their workforce and the communities they serve. Our comprehensive safety compliance solution combines VeriSource™ Safety Compliance Management software with contractor safety audit services to help clients streamline contractor prequalification processes, get a deeper view of their contractors’ safety performance, and drive improvement to safety culture across their contractor workforce. As part of our contractor audit services, Veriforce works directly with our clients’ contractors to help them identify any safety gaps, take corrective action, and perform follow-up audits to ensure gaps are closed.

Veriforce800.426.1604

©2019 Veriforce, LLC. All rights reserved

http://www.veriforce.com

tel:800.426.1604

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