Safety Groups Program

2009 Start of Year

Agenda

• Safety Group Objectives• Safety Group Program

Requirements• 3rd edition Employer Guidelines /

Element Criteria• 5 Steps to Managing Health &

Safety• Rebate • Getting Started• Q&A

Safety Groups Program• Prevention initiative to eliminate workplace injuries and illness

• Collective approach to health & safety

• Success achieved through pooling of resources, mentoring and sharing of best practices

• Incentive to develop sustainable health & safety programs

• Rewards are demonstrated through achievements in health & safety

• Potential WSIB premium rebate with no surcharge

WORKPLACE SELF

ASSESSMENT

ACTION PLAN

PROGRESS#1

PROGRESS#2

YEAR END REPORTS:•YR END ACHIEVEMENT•YR END MAINTENANCE

•WORKPLACE ASSESSMENT

Jan Feb Mar Apr May Jun July Aug Sep Oct Nov Dec

20072007

Implement Your Action Plan:Complete the “5-Step Management System” for 5 elements

Implement Your Action Plan:Complete the “5-Step Management System” for 5 elements

2009 Program Year2009 Program Year

Meeting #4

Meeting #1

Meeting #2

Meeting #3

Meeting #5

Jan Feb Mar Apr May Jun July Aug Sep Oct Nov Dec

20082008

20092009RebateRebate

Completion of 2008 Program YearCompletion of 2008 Program Year(in 2009)(in 2009)

WSIB Validation Audit Process to verify Year-ends reports WSIB Validation Audit Process to verify Year-ends reports

Firms selected for Validation Audit are notified

10% of Group

Program Requirements

• Attendance – Must attend and participate in a minimum of 3 group meetings in the program year

• Reporting - Sign-off by senior management and submit all reports to sponsor by due date

• Achievement - Complete 5 health & safety elements (demonstrate all 5 Steps)

• Participate –in networking activities with group members; if asked, cooperate with WSIB visits and spot-checks

SAFETY GROUPS PROGRAMSAFETY GROUPS PROGRAMEmployers Guidelines 3rd Edition

Element CriteriaElement Criteria

• The Element Requirements Chart will be used in the Safety Group Validation Audit Process. Firms will be measured against the Requirements Chart.

• Each Element includes Resources to assist in the development of the standards. They are for reference only.

• The Requirements chart outlines the minimum requirements. We encourage firms when and if possible to exceed the minimum requirements by incorporating best practices and improving workplace safety culture.

Employers Guidelines 3rd Edition

ExampleExampleof of

Element RequirementElement Requirement

• JHSC / H&S Rep

Employers Guidelines 3rd Edition

NEW

NEW

NEW

NEW

Employers Guidelines 3rd Edition

Employers Guidelines 3rd Edition

Return To Work

Members must select one of five RTW elements:

1. RTW Self-Assessment• WSIB RTW Self-Assessment Guide completes a gap analysis of RTW program

and develops a RTW action plan.

2. RTW Program Development• Policy, procedure, roles and responsibilities, RTW Plans, forms, and letters

3. Physical Demands Information• A procedure of how information is collected on a form identifying the overall

physical demands of a job and breaks down the job into duties with risk identification

• RTW Case Management• Procedure of contact with injured worker, return to work meetings to identify

suitable work, and reporting requirements.

1. RTW Performance Tracking• Defined performance indicators to measure program outcomes

Employers Guidelines 3rd Edition

New ElementsNew Elements

• MSD• Motor Vehicle Incident Prevention• Fall Arrest

OTHER ELEMENTS• Firm is required to write the element requirements• Approval from the Sponsor • Approval from the Consultant• Firms element requirements will be used available to the

consultant during a spot-check

Employers Guidelines 3rd Edition

Safety CultureSafety Culture

• 2008 Element Requirements will impact safety culture,

• Senior Management signature required on Achievement reports,

• Groups or firms may request a safety culture element in the leadership category that meets their industry needs.

Employers Guidelines 3rd Edition

Validation Audit ProcessValidation Audit Process

• 10% of each group are randomly selected to verify the Year-end reports

• On-site audit by a Safety Groups Program Consultant• Evidence based audit of the 5-Step Management system• Methodology includes:

– Documentation review– Interviews (management and workers)– Observation of the workplace

Employers Guidelines 3rd Edition

5 1

4 2

3

Written StandardWritten Standard

CommunicationCommunication

TrainingTraining

EvaluateEvaluate

Acknowledge Success &Acknowledge Success & Make ImprovementsMake Improvements

5-Steps to Managing Health & Safety5-Steps to Managing Health & Safety

Step 1 - Set Standards

Standards define senior managements process system for an element.

• Include the points in the “Element Requirements”• Written statements outlining expectations and policies• Includes legal requirements

– policy statements - management’s expectations and policies about health & safety

– procedures - step by step instructions for particular tasks or processes

– safe work procedures - written directions that include health & safety in the work processes

– workplace rules - when a workplace sets its own standards i.e. how to report

5-Steps5-Steps

Step 2 - Communicate

Communication establishes an awareness to an element.

• Include the points in the “Element Requirements”• ensure that everyone knows and understands what is expected of them and what

they can expect of others• can take place through many different means including:

– staff meetings or toolbox talks– training sessions or guest speakers– print or electronic notices

(i.e. memos, e-mails, newsletters)• maintain copies and attendance records

5-Steps5-Steps

Step 3 - Training

Training establishes worker proficiency or competence to an element.

• Include the points in the “Element Requirements”• Managers, supervisors workers and/or contractors receive training

appropriate to the element• Various training methods:

– Orientation training– Specific training (one to one)– General training (classroom or group)– On-going up-dates in safe work procedures– Testing of training is required (adult education techniques)

• Maintain records of all training & certificates

5-Steps5-Steps

Step 4 - Evaluate

Evaluation is a system that measure the effectiveness of standards, communication and training

• compare actual health & safety activities to the set standards and expectations

• is the element actually implemented and working• keep track and document these evaluations• there are many different ways to evaluate:

– Analysis of physical observations/inspection/plant or job-site audits

– Small sample survey of employees– Statistical analysis & summary i.e. WSIB information– Analysis by JOHSC– Management review– Analysis of inspection reports & JOHSC minutes

5-Steps5-Steps

Step 5 - Acknowledge Success & or Make Improvements

Recognizes and defines a plan in areas for improvement and success (maintaining success).

• A written plan developed improve outcomes, make changes and/or improvements where defined in “Evaluation,”

• Management acknowledges the successful outcomes of an element

and can personalize the reasons for success.

5-Steps5-Steps

Rebate Formula

Rebate Formula

2009 - No Rebate Cap 2009 - No Rebate Cap • Up to 6%6% of Group Premium in Rebate

– 4% for Achievement – Scores are subject to a performance improvement threshold

– 2% for Performance – Improvement must be better than pre-set target reviewed annually.

– 2008 Target = 7%– If minimum target is not achieved, rebate will be adjusted– New 2:2 review of Performance years

A firm will be removed if they experience a workplace fatality.

Rebate Formula

4%4%6%6% 1%1%= +

AchievementAchievement PerformancPerformancee

GROUP GROUP REBATEREBATE Lost Time Injury

FrequencyLost Time Injury

Severity

+ 1%1%

Year-end Reports & Spot-

checks

• Improvement must be better than preset performance threshold. For 2008 = 7% (reviewed annually)• Achievement scores are subject to a performance improvement threshold • Improvement is calculated by comparing the two most recent years with two prior years

*Based on Group Premiums paid

Rebate Formula

Getting Started

Workplace AssessmentPurpose:• Identify strengths & weaknesses of the firm’s health & safety program• Identify the selection of 5 elements for the Action Plan • Monitor maintenance and continuous improvement over the long term

Action:• 3 options:

– Safety Groups Program Workplace Assessment– Element Program Requirements document– Industry Specific Assessment

• Completion prior to element selection mandatory: Yes or No• Reviewed during Validation Audit• Submit to sponsor by established due date (if required)

Getting Started

Action Plan

Each firm must select and implement 5 health & safety elements.

1) A “Group/Common element” that all participants will implement in 2009

2) A “Leadership” element (can be the group element)

3) An element from “Organization” or “Hazard Recognition & Assessment” (can be the group element)

4) A “Return to Work” element (can be a group element)

5) An element from any category

Getting Started

Selecting a non-approved element

• Firm is required to define the element requirements for the 5 step process and retain their requirement document,

• Firm needs to explain the rational for the element to Sponsor & WSIB Consultant,

• Element cannot be part of an approved element,• Approval from Sponsor first and WSIB Consultant.

Guidelines for requests non-approved elements

Getting Started

Changes to Action Plan

• Needs approval from Sponsor first and WSIB Consultant

• Firm needs to provide reasons in writing (e-mail) to Sponsor & WSIB Consultant

• Approval for requests received before June 30th in exceptional circumstances, (e.g. MOL order)

Guidelines for requests to change Action Plan Elements

Getting Started

Getting Started

Embrace the Safety Group concept of sharing information and networking

Attend meetings

Get going

Questions

John Zwolak, CHSC, CRSPSafety Groups Program Consultant

Prevention Services