07.01.2011

LOSS PREVENTION PROGRAM

Presented by

FARA Risk Control Services on behalf of ORM

LOSS PREVENTION

FARA, who we are? How to contact us? www.laorm.com To Request Help from Loss Prevention

Experts, call (800) 215-3272 ext. 232or email us: laorm.lp@fara.com

LOSS PREVENTION continued. . .

What we do: Conduct Audits & Compliance Reviews Facility Walkthroughs Accident/Incident Investigations Building Appraisals Assist in Inspections Ongoing Consultations Offer LP Coordinator Training

REQUIREMENTS

Louisiana Revised Statute (LRS) Title 39, Sections 1543-1544

These legal mandates require your agency to develop and implement its own Loss Prevention Plan in conformity with the ORM’s general safety plan

LOSS PREVENTION PROGRAMLOSS PREVENTION PROGRAM

General Safety Program Driver Safety Program Bonds, Crime, and Property Equipment Management Program Water Vessel Program Flight Operations Program

GENERAL SAFETY

PROGRAM

COMPONENTS

1. Management Policy Statement2. Assignment of Responsibilities3. Safety Rules4. Safety Meetings5. Training 6. Safety Committees7. Procedures for Inspection

8. Procedures for Incident/Accident Investigation9. Job Safety Analysis (JSA) 10. Record Keeping11. Blood Borne Pathogens12. First Aid13. Emergency Preparedness Program14. Hazardous Materials

COMPONENTS continued . . .

CLASS “A” AGENCY

Class A agencies shall conduct and document safety meetings, safety committee meetings (if applicable), and inspections on a monthly basis

CLASS “B” AGENCY

Class B agencies shall conduct and document safety meetings, safety committee meetings (if applicable), and inspections on a quarterly basis

MANAGEMENT POLICY STATEMENT

What constitutes a statement?

Who initiates a statement and what are its expectations?

Responsibilities?

ASSIGNMENT OF RESPONSIBILITIES

Delineation of duties Accountability Provided to employees Written

DEPARTMENT/ AGENCY HEAD

FULL responsibility for, and implementation of, Safety Program

Authorizes necessary expenditures

Approves safety policies Participates in the safety

program

DEPARTMENT LOSS PREVENTION COORDINATOR

Has FULL responsibility for the overall safety program

Has direct access to Department Secretary

Communicates with all safety officers

Demonstrates leadership to safety officers

Provides help and support in development of agency programs and policies

FIELD/AGENCYLOSS PREVENTION REP.

Responsible for the implementation of the departmental/agency loss prevention program

Should have direct access to the Departmental Loss Prevention Coordinator and Agency Head

MAINTENANCE DEPARTMENT

Works with safety committee and others

Executes work orders Maintains and repairs safety

equipment, guards, and appliances Maintains a regular maintenance schedule and keeps records Conducts regularly scheduled

inspections

SUPERVISOR / FOREMAN

Inspects work area Trains employees to work safely Obtains prompt first aid Reports and investigates

accidents Corrects unsafe conditions and

acts Serves on safety committee Holds safety meetings Discusses safety with employees

EMPLOYEE

Works in accordance with accepted safety practices Reports unsafe conditions and practices Observes safety rules and regulations Makes safety suggestions Serves on safety committees

SAFETY RULES

Written general safety rules (and site/task specific, if applicable)

Easily understood and enforceable

Annually distributed, reviewed and documented

Written copy provided to all employees

SAFETY MEETINGS

Frequency Meeting vs. Training Effectiveness Attendance Available for audits

SAFETY TRAINING

Mandatory topics: Sexual Harassment

Drug-Free Workplace

Other necessary training

PROCEDURES FOR INSPECTION

Purpose Frequency

Class A/Class B

WRITTEN INSPECTION PLAN

Housekeeping safety rules Inspection procedures for

facility/location Written inspection report/checklist:

Building safety Electrical safety Emergency equipment Fire safety Office safety Storage methods

HAZARD REPORTING

Must include: Hazard Control Log or other

acceptable means Method for employees to notify

management Method for repairs or corrective

actions

PROCEDURES FOR ACCIDENT / INCIDENT INVESTIGATION

Prevent recurrence of accidents/incidents

100% completion of all applicable forms

ACCIDENT / INCIDENT FORMS

DA2000 (for employees)Do NOT use the DA2000 for

vehicular accidents DA3000 (for visitors/clients) Property concerns

COMPLIANCE

Written accident/incident investigation procedures Responsibilities Documentation

GUIDELINES

Conduct an investigation For all reported accidents & incidents

When an accident/incident occurs: Thoroughly investigate Determine cause Determine contributing factors Compile information Prepare the report

JSAs shall be developed for accident/incident trends, death, or a change in a job procedure or equipment

JOB SAFETY ANALYSIS (JSA)

JSA’s continued . . .

Job Safety Analyses should be reviewed in the accident investigation process

JSAs should be maintained, made available and accessible in the work area

Employees should have documented annual training

RECORDKEEPING FOR AUDIT/TRAINING PURPOSES

Shall retain for 1 year: Inspection reports

Hazard control log/similar reporting form

JSA training records

Incident/Accident investigations

Safety meetings

BBP (High Risk)

Shall retain for 5 years: BBP (Low Risk)

Drug-Free Workplace

Sexual Harassment

BLOOD BORNE PATHOGENS

5 COMPONENTS OF A BBP PROGRAM: Exposure Determination Methods of Compliance Work Practice Controls Training Medical Evaluation for Affected

Employees

BLOOD BORNE PATHOGENScontinued . . .

Training High risk – within 90 days of hire and

annually thereafter Low risk – within 90 days of hire and

every 5 years thereafter• retraining is required for all low risk

employees involved in a BBP EXPOSURE EVENT.

Procedures for spills and spill kits must be available, maintained, and stocked

FIRST AID

Written program that addresses the needs of employees and visitors

All agencies shall have a first aid kit First aid attendant recommended

when: Night shifts or minimal/partial crews When surrounding medical facilities are

closed When field/remote crews are not in close

proximity of medical facilities

EMERGENCY PREPAREDNESS PROGRAM

Written plan should address: Fire (documented annual drills) Natural Disasters Proximity Threats Terrorism Violence in the Workplace

HAZARDOUS MATERIALS

Must conduct a documented “site assessment” If HM are present, must have a written site specific

HM program

HAZARDOUS MATERIALScontinued . . .

Must be handled, stored, and disposed of properly

MSDS must be available Proper PPE must be available Lab Hoods must be available where

appropriate

TRAINING

HAZCOM Material Safety Data Sheet

(MSDS) Personal Protective Equipment

(PPE) Lab Safety Lab Hoods

DRIVER SAFETY

PROGRAM

DRIVER SAFETY

A written program is required and shall cover: Procedures for enrolling and identifying employees permitted

to drive on state business Procedures/definition for identifying high risk drivers Driver training Disciplinary action for high risk drivers Claims reporting Accident investigation Definition of a state vehicle Roles and responsibilities of managers, supervisors, and

employees

DEFINITIONS

Vehicular Accident Authorized driver High Risk Driver State Vehicle

AUTHORIZING DRIVERS

Enroll employee in training within 90 days Complete DA2054 Annually run, review, and attach ODR to DA 2054 Agency head or designee signs/dates DA 2054 to

authorize employee Employee trained every 3 years thereafter Signed/dated “authorized (or unauthorized)

drivers list”

REPORTING REQUIREMENTS

Accidents reported same day DA 2041 completed and submitted to

ORM Transportation Claims within 48 hours—Do not complete DA 2000

Employees must self-report all moving violations no later than the next scheduled work day

INSPECTION/REPAIRS OF STATE OWNED VEHICLES

Must complete monthly inspection checklist for each vehicle

Document corrective action Preventive maintenance must be

performed and documented

BONDS, CRIME AND PROPERTY

PROGRAM

BONDS, CRIME, & PROPERTY

Program covers two key areas

Which agencies must participate?

WRITTEN PROGRAM

Written program shall address: Managing assets/fiscal internal controls Training Internal Audits Responding to internal and/or legislative audits Investigation/reporting losses/damages Responsibility/accountability of employees Security Key Control

SECURITY

Written policy shall address: Limited, controlled access for authorized

individuals to buildings 24 hours a day, seven days a week

Monitoring/controlling visitor access Securing all entrances & exits, both day & night Limiting access to data on personal computers

KEY CONTROL

Written policy shall include: Key/card log Procedures to change locks/codes Employee responsibilities Methods for issuing, returning, &

accounting for lost/stolen keys/cards Procedures for handling keys/cards

WRITTEN PROCEDURES

Written procedures must address the following:

Separation of duties Controlling inventories (including disposal) Purchasing Reporting & investigating losses/damages Timely reporting to ORM Claims Unit Handling of negotiable items Securing vaults/safes Assigning individual to monitor/update program

EQUIPMENT MANAGEMENT

PROGRAM

COMPONENTS

Responsibilities Specific Inventory Preventive Maintenance

Procedures Preventive Maintenance

Schedule

COMPONENTS continued . . .

Testing Procedures Documentation Training

RECORDKEEPING

Records are maintained for life of equipment

Typewritten or computer-generated

PERSONAL PROTECTIVE EQUIPMENT (PPE)

Written proceduresmust address theprocurement, use,maintenance, anddisposal of PPE forthe following:

Head Face Eyes Ears Torso Extremities Hands Feet Respiratory

System

PPE

Workplace Assessment Identify Appropriate PPE Training

WORK ORDER SYSTEM

Written work order procedures shall cover:

Scheduled PM and/or Repairs Reported Problems Emergency Problems

LOCKOUT/TAGOUT (LO/TO)

Agency Personnel vs. Contractors Training of Employees Appropriate LO/TO Devices

BOILERS

Must be Inspected as per jurisdictional requirements

Current Inspection Certificates Posted At/Near Equipment

Inspection Deficiencies Must be Corrected & Documented

ELEVATORS

Inspected Semi-Annually Code Violations Corrected &

Documented Certificates Available Fire Service Key

CONFINED SPACE

Assessment Permit vs. Non-permit spaces Contract vs. In-house

CONFINED SPACE continued . . .

Goal Training

Equipment PPE Rescue Environmental Testing Permits (if applicable)

STATE PREVENTIVE MAINTENANCE FUNDS

To be eligible, an agency must have a: written PM program statement from Department/Agency Head

or financial officer copy of bids for repair/replacement letter from LPO stating agency passed its

equipment management audit

WATER VESSEL PROGRAM

COMPONENTS OF WRITTEN PROGRAM

Responsibilities Enrolling employees Definition of high-risk operators

COMPONENTS continued . . .

Operator training Disciplinary action Claims reporting Accident investigation Definition of State water vessels

DEFINITIONS

High-Risk Operator

Water Vessel

State-owned/leased/hired vessel

INSPECTIONS/REPAIRS

Written checklist must include: Fire extinguishers Personal flotation devices Sound signaling devices Flares Damage to the vessel Communication devices Lighting Trailers

ACCIDENT REPORTING

Form DWF-BIR-010-OP Obtain from Dept. of Wildlife &

Fisheries for all non-commercial vessels

Form CG-2692 Obtain from Coast Guard for

Commercial vessels

CLAIMS

Claims reporting

FLIGHT OPERATIONS

PROGRAM

COMPONENTS

Responsibilities Training Accident analysis Definition of an accident When to report an accident How to report an accident

FAA

Pilots flying for the State of Louisiana must comply with all procedures established by the Federal Aviation Administration (FAA)

ACCIDENT REPORTING

In addition to FAA forms, the pilot will complete the ORM Aircraft Incident/Accident Report (if pilot is unable, then supervisor must complete)

Must be submitted to the Transportation Unit within 48 hours

If injury or property damage is evident, contact Claims ASAP at 225-219-0168

THE END!