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Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail1
WSIB Update - Advantage Program & New Employer Guidelines
Shelley Wall
Safety Groups Program Consultant
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
Program Requirements– 2011
Safety Groups Advantage Program
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
Program Requirements– 2011
The WSIB Board of Directors supported the extension of safety groups to firms that have exceeded 5 years in the Safety Group Program for a final year in 2011, with an exit strategy to:– Advance firms toward the proposed WSIB Accreditation– Develop a sustainable Health & Safety Management System (HSMS)– Allow firms to continue implementation of a continual improvement
plan beyond 2011.
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
Jan Feb Mar Apr May Jun July Aug Sep Oct Nov Dec
2011
ACTION PLANDUE: FEB 28
ADVANTAGEAPPLICATIONDUE: DEC 15
PROGRESS REPORT 1
DUE: SPRING
PROGRESS REPORT 2DUE: FALL YEAR END REPORTING
DUE: DEC 15
2011 Advantage Program Timeline
Guideline
ACTIONS:
Orientation / Leadership
Intro Auditor Training
Meeting #3
Complete Intro Auditor
Training or verify training qualifications
Submit completed
HSMS Audit Report to
Mgmt
Create written Standard for HSMS Audit
Mgmt develops Continual
Improvement Plan
Mgmt initiates Continual
Improvement Plan
Complete HSMS Audit
MEETINGS:
REPORTING:
Meeting #4 Meeting #5
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
Objectives
■ Design a single program for all Advantage Program firms in 2011,
■ Equip firms with tools that allow them to continue annual internal audits which should positively influence their safety culture,
■ Sustain the benefits of Safety Group participation for firms exiting the program after 2011 by recommending Sponsors implement a mentoring / networking method in 2011 or 2012, utilizing personal and/or on-line interaction social media networks, attendance at SG meetings, peer groups, websites, etc.
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
Firm Eligibility
■ Successful completion of 5 years in the Safety Group Program
■ *Advantage 2011 is recommended for firms beyond their 5th year in Safety Groups; however, a sponsor may request to also include a firm in their 5th year.
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
Forms to be completed
■ Application Form December 15, 2010■ Action Plan February 28, 2011■ Progress Reports Spring & Fall 2011■ Year-End Report Checklist December 15, 2011
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
Resources / Tools Program Requirements
Advantage Program Forms Action Plan Progress Report Year-End Report ChecklistAudit training program
Intro to Auditing Case study taskCase study requirementsCase study policy
Senior Management Sign-off on Year-End Report ChecklistContinual Improvement Plan Sample2011 Advantage Program Timeline Guideline
1. Write Standard (policy / procedures of HSMS Review) - [internal audit] to include schedule of internal audit and continual improvement plan with assignment of responsibilities.
2. Identify qualifications for Auditor in standard and train / or verify qualifications are met;
a. Qualification standard: Audit Training3. Complete WSIB HSMS Review, including:
a. Documentation of supporting evidence for each requirement,
b. Documentation of findings and conclusions of conformance for each requirement, and
c. Documented evidence of senior management review of completed audit and continual improvement plan.
4. Written Continual Improvement Plan addresses all non-conformity findings, includes responsibilities assigned and timelines initiated.
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
HSMS Review (internal audit) Training Requirement:
■ The qualification standard is audit training ■ This qualification can be satisfied with a quality, food safety, or other audit
specific training program.■ Safety Groups has developed a 2-hour “Introduction to Auditing” training
program to meet this standard for any firm that does not currently have a person that meets this qualification
■ The training program will be delivered by a sponsor or WSIB Safety Group Consultant at a safety group meeting
■ Attendance at the safety group meeting will be recorded by the sponsor to meet the training record requirement.
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
Mid-Year Progress Visits:
■ A review of the progress of the firm’s action plan will be conducted by WSIB SG Consultants during a mid-year progress visit on a sample number of Advantage firms in each group
■ Results of progress will be communicated to the Sponsor
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
Validation Audits:
WSIB SG Consultants will conduct validation audits on a sample number of Advantage firms in each group. The following will be verified by documentation, interview and observation:
■ Written Standard includes; 20%
a) Internal audit schedule with procedure and timelines
b) Assignment of responsibilities
c) Auditor training qualifications
■ Internal Auditor training 20%
a) Record of audit specific training
■ HSMS Review (internal audit) 20%
a) Completed WSIB HSMS Review (internal audit) with supporting documentation
■ Senior Management Sign-off
20%a) Verification of signature on current HSMS Review / Continual Improvement Plan
■ Continual Improvement Plan 20%
a) Verifies plan has been initiated based on timelines recorded.
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
Note:
■ The 2011 Advantage Program Timeline Guideline is a guideline only, however, all program requirements must be completed within the 2011 program year.
■ The firm must use the WSIB HSMS Review form to conduct the internal audit.
■ The firm may use a format of their choice for the Continual Improvement Plan.
■ The audit verifies that the WSIB HSMS Review has been completed and the review
references supporting documentation.
■ Firms are eligible for the rebate based on the submission of the Year-end Report
Checklist with attachments, verified by audit, if requested, and the terms and conditions of the application form
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
Documentation
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
Jan Feb Mar Apr May Jun July Aug Sep Oct Nov Dec
2011
ACTION PLANDUE: FEB 28
ADVANTAGEAPPLICATIONDUE: DEC 15
PROGRESS REPORT 1
DUE: SPRING
PROGRESS REPORT 2DUE: FALL YEAR END REPORTING
DUE: DEC 15
2011 Advantage Program Timeline
Guideline
ACTIONS:
Orientation / Leadership
Intro Auditor Training
Meeting #3
Complete Intro Auditor
Training or verify training qualifications
Submit completed
HSMS Audit Report to
Mgmt
Create written Standard for HSMS Audit
Mgmt develops Continual
Improvement Plan
Mgmt initiates Continual
Improvement Plan
Complete HSMS Audit
MEETINGS:
REPORTING:
Meeting #4 Meeting #5
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
2011 Advantage Program
■ Health and Safety Management System Review Form■ Action Plan■ Progress Report■ Year End Report/Checklist
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
Action Plan
■ Very similar to the previous action plans■ This is submitted to WSIB and signed off by Sr. Management
and JHSC■ This is your map for the year intended on keeping you on track
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
Sponsor Name: Completed By:
Firm Name: Title:
WSIB Account #: Phone:
Date: Email:
Required Elements Program Requirements Objectives for Year Responsibility Date(s)
(dd/mm/yyyy)
Written Standard: for WSIB HSMS Review
Set Standard Communicate Train Evaluate Continual Improvement
a) Internal audit schedule b) Responsibility assigned c) Auditor training qualifications
Internal Auditor Training: Identify qualifications for Auditor in standard and train OR Verify qualifications are met OR 3rd party Auditor
Option 1: Auditor selected Training Dates Scheduled Training Attended
Option 2: Verify current internal auditor qualifications meet program standard
Option 3: 3rd party auditor
WSIB HSMS Review
Complete WSIB HSMS Documented supporting evidence of
all finding
Senior Management Sign-off
Documented evidence of senior management review of completed WSIB HSMS & Continual Improvement Plan
Written Continual Improvement plan addressing WSIB HSMS Review findings
Identify all non-conformity findings Address each non-conformity with
assigned responsibilities and timelines initiated
Senior Management Signature:
Joint Health & Safety Representative (Optional)
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
Health and Safety Management System Review (HSMS) Form
■ The purpose of the HSMS Review Form is:– To do an internal audit to compare a workplace HSMS to the DRAFT Standard for Accreditation
Audits and Health and Safety Management System Requirements to gauge readiness for Accreditation application and audit.
– To fulfill the requirements for Accreditation application■ Using the following Workplace Health and Safety Management System (HSMS) Review Form, indicate
the stage of completion for each element in the health and safety management system. In the space provided, summarize relevant information that demonstrates how this part of the standard has been met. Evidence may include, but not limited to, lists of policies/activities that are relevant to the element including:
– summary of program objectives and continual improvement plans and activities. – list of prioritized hazards– list of legal requirements applicable to the workplace
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
HSMS Review Form
■ Review Process
1. Gather evidence by:
a) reviewing documents, reports, records, etc.
b) interview workplace parties
c) observe the workplace
2. Compare the evidence against the Accreditation Requirements, the firm’s OHS policies and procedures and legislation.
3. Decide conformity or non-conformity for each element.
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail20
HSMS - Conformity & Non-conformity definitions
Conformity is the fulfilment of the requirements of the Accreditation Standards, legislation and the workplace’s health and safety policies and procedures.
Non-conformity is the non-fulfilment of or deviation from the requirements. Non-conformities are classified as:
– a non-conformity if:• the issue will continue to occur because of how the HSMS and health and safety
program are structured • there is high risk to a worker’s health or safety if the requirements are not met• there are serious legal implications
There is an accumulation of related minor non-conformities – a minor non-conformity if:
• the HSMS structure is valid, but there was minor deviation because of for example, human error
• there is not high risk to worker • There are no significant legal implications
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
A.1 Management Commitment StandardEvidence/Notes Conformity Non-conformity
A.1.1The employer establishes, implements and maintains a documented HSMS that meets the Accreditation for Ontario Workplaces Standard. The system supports a strong internal responsibility system.
A.1.2
The employer:
ensures that the workplace parties, including workers, supervisors and
managers, have the time, resources and competency to implement the HSMS
and to achieve its policy, objectives and targets
makes health and safety an organizational priority similar to other priorities
and integrates the management system into all aspects of the organization,
and
promotes participation of, and seeks feedback from, all workplace parties in
developing and implementing and maintaining the HSMS, and recognizes the
value of these contributions.
A.1.3
Senior management:
a. actively promotes and participates in the HSMS, and
b. assigns a senior management representative the overall responsibility for
implementing and maintaining the HSMS.
c. Promotes health and safety in the community
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
A.2 Health & Safety Policy Statement Standard
Evidence/Notes Conformity Non-conformity
A.2.1The employer has a written health and safety policy statement that is specific to the organization.
A.2.2
The policy:
a. is dated and signed by the most senior accountable person
on site
b. includes a general statement of health and safety
responsibilities and commitment of all workplace parties
c. specifies commitment to achieve compliance with legal
requirements, and
d. specifies the commitment of the employer to health and
safety and the protection of workers
e. specifies a commitment to continual improvement.
A.3 Legal Requirements Standard
Evidence/Notes Conformity Non-conformity
A.3.1The employer establishes and implements a process that:a. identifies all applicable legal requirements b. incorporates legal requirements into the health and safety
management systemc. evaluates that legal requirements are consistently metNote: Other requirements include Canadian Standards
Association standards, Ministry of Labour Guidelines etc)
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
Requirements for HSMS Form
■ You MUST complete the form– There is not an equivalency you have to enter the data into the actual
document to get credit for completion
■ You NEED to have documented evidence to have a conformity.
■ You CAN have a 3rd party complete the audit for you.
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
Progress Report
■ Requirement has not changed■ 2 progress reports per year■ Format has changed
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
Sponsor Name: Completed By:
Firm Name: Title:
WSIB Account #: Phone:
Date: Email:
Required Elements Program Requirements Check of Current Status
of Program Requirements Responsibility
Date(s) (dd/mm/yyyy)
Written Standard: for WSIB HSMS Review
Set Standard Communicate Train Evaluate Continual Improvement
Set Standard Communicate Train Evaluate Continual Improvement
Internal Auditor Training: Identify qualifications for Auditor in standard and train OR Verify qualifications are met OR 3rd party Auditor
Option 1: Auditor selected Training Dates Scheduled Training Attended
Option 2: Verify current internal auditor qualifications meet program standard
Option 3: 3rd party auditor
Option 1: Auditor selected Training Dates Scheduled Training Attended
Option 2: Verify current internal auditor qualifications meet program standard
Option 3: 3rd party auditor
WSIB HSMS Review
Complete WSIB HSMS Documented supporting evidence of all
finding
Complete WSIB HSMS Documented supporting evidence of all
finding
Senior Management Sign-off
Documented evidence of senior management review of completed WSIB HSMS & Continual Improvement Plan
Documented evidence of senior management review of completed WSIB HSMS & Continual Improvement Plan
Written Continual Improvement plan addressing WSIB HSMS Review findings
Identify all non-conformity findings Address each non-conformity with assigned
responsibilities and timelines initiated
Identify all non-conformity findings Address each non-conformity with assigned
responsibilities and timelines initiated
Senior Management Signature:
Joint Health & Safety Representative (Optional)
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
Year End Report
■ Requirement has not changed.■ Must be submitted by Nov. 15 2011■ Format has changed.■ No Maintenance of previous elements.
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
Year-end Report Checklist
*All Advantage firms submit the following documentation attached to the Checklist;
■ Written Standard 20%
■ Internal Auditor training record 20%
■ Completed WSIB HSMS Review (internal audit) 20%
■ Senior Management Sign-off HSMS Review / Continual Improvement Plan 20%■ Written Continual Improvement plan addressing HSMS Review
20%
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
Sponsor Name: Completed By:
Firm Name: Title:
WSIB Account #: Phone:
Date: Email:
Required Elements Program Requirements Completed (Yes or No)
Check of required supporting documentation attached
Score 20% (Optional: completed & documents attached)
Written Standard: WSIB HSMS Review
Set Standard Communicate Train Evaluate Continual Improvement
Written Standard
Internal Auditor Training: Identify qualifications for Auditor in standard and train OR Verify qualifications are met OR 3rd party Auditor
Option 1: Auditor selected Training Dates Scheduled Training Attended
Option 2: Verify current internal auditor Option 3: 3rd party auditor
Training Record
WSIB HSMS Review Complete WSIB HSMS Documented supporting evidence of all finding
Completed WSIB HSMS form
Senior Management Initiate Plan
Documented evidence of senior management review of completed WSIB HSMS & Continual Improvement Plan
Documentation of Senior MGMT
review of completed WSIB HSMS form & C.I Plan
Continual Improvement Plan Identify all non-conformity findings Address each non-conformity with assigned
responsibilities and timelines initiated
Documentation of Senior MGMT C.I Plan addressing all non-conformities with assigned responsibilities and timelines initiated
Senior Management Signature:
Joint Health & Safety Representative (Optional)
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
Mid Year Visits
■ Random companies selected by WSIB■ Purpose is to verify progress
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail30
Changes effective 2011
Safety Group Guidelines 4th Edition
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
ChangesSponsor & WSIB Working Group reviewed and/or updated :■ All pages of current guidelines (except pages 9-16 )for opportunities to clarify, improve and update
information ■ Example, explained process for “Other Element Requests”
■ Each element’s five step requirements and element resources list.
New elements: ■ Leadership
– Procurement – HSMS – Legal requirements
■ Hazards – Ergonomics/MSD prevention
■ Controls – Slips, trips and falls– Preventing heat stress – Violence & Harassment (revised )
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
4th Edition Guidelines
■ As a member you need to– Read through the Guidelines (available electronically)– Read the element requirements for the elements you are
selecting for 2011– Refer to the Guidelines as the map for your year– Use the Guidelines as for verification of completion of the
elements