1. WSIB Update - Advantage Program & New Employer Guidelines
Shelley Wall
Safety Groups Program Consultant

2. Program Requirements– 2011
Safety Groups Advantage Program
Program Requirements– 2011

3. 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. 

4. Intro Auditor Training
2011
Advantage Program Timeline
Guideline
MEETINGS:
Orientation / Leadership
Intro Auditor Training
Meeting #3
Meeting #4
Meeting #5
Jan Feb Mar Apr May Jun July Aug Sep Oct Nov Dec
2011
ACTIONS:
Create written Standard for HSMS Audit
Complete Intro Auditor Training or verify training qualifications
Complete HSMS Audit
Submit completed HSMS Audit Report to Mgmt
Mgmt develops Continual Improvement Plan
Mgmt initiates Continual Improvement Plan
ADVANTAGE
APPLICATION
DUE: DEC 15
ACTION PLAN
DUE: FEB 28
PROGRESS REPORT 1
DUE: SPRING
PROGRESS REPORT 2
DUE: FALL
YEAR END REPORTING
DUE: DEC 15
REPORTING:

5. 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.

6. 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.

7. 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

8. Resources / Tools
Program Requirements
Advantage Program Forms
Action Plan
Progress Report
Year-End Report Checklist
Audit training program
Intro to Auditing
Case study task
Case study requirements
Case study policy
Senior Management Sign-off on Year-End Report Checklist
Continual Improvement Plan Sample
2011 Advantage Program Timeline Guideline
Write Standard (policy / procedures of HSMS Review) - [internal audit] to include schedule of internal audit and continual improvement plan with assignment of responsibilities.
Identify qualifications for Auditor in standard and train / or verify qualifications are met;
Qualification standard: Audit Training
Complete WSIB HSMS Review, including:
Documentation of supporting evidence for each requirement,
Documentation of findings and conclusions of conformance for each requirement, and
Documented evidence of senior management review of completed audit and continual improvement plan.
Written Continual Improvement Plan addresses all non-conformity findings, includes responsibilities assigned and timelines initiated.

9. 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.

10. 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

11. 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; %
Internal audit schedule with procedure and timelines
Assignment of responsibilities
Auditor training qualifications
Internal Auditor training %
Record of audit specific training
HSMS Review (internal audit) %
Completed WSIB HSMS Review (internal audit) with supporting documentation
Senior Management Sign-off %
Verification of signature on current HSMS Review / Continual Improvement Plan
Continual Improvement Plan %
Verifies plan has been initiated based on timelines recorded.

12. 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

13. Documentation

14. Intro Auditor Training
2011
Advantage Program Timeline
Guideline
MEETINGS:
Orientation / Leadership
Intro Auditor Training
Meeting #3
Meeting #4
Meeting #5
Jan Feb Mar Apr May Jun July Aug Sep Oct Nov Dec
2011
ACTIONS:
Create written Standard for HSMS Audit
Complete Intro Auditor Training or verify training qualifications
Complete HSMS Audit
Submit completed HSMS Audit Report to Mgmt
Mgmt develops Continual Improvement Plan
Mgmt initiates Continual Improvement Plan
ADVANTAGE
APPLICATION
DUE: DEC 15
ACTION PLAN
DUE: FEB 28
PROGRESS REPORT 1
DUE: SPRING
PROGRESS REPORT 2
DUE: FALL
YEAR END REPORTING
DUE: DEC 15
REPORTING:

15. 2011 Advantage Program Health and Safety Management System Review Form
Action Plan
Progress Report
Year End Report/Checklist

16. 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

18. 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

19. HSMS Review Form Review Process Gather evidence by:
reviewing documents, reports, records, etc.
interview workplace parties
observe the workplace
Compare the evidence against the Accreditation Requirements, the firm’s OHS policies and procedures and legislation.
Decide conformity or non-conformity for each element.

20. 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

21. A.1 Management Commitment Standard
Evidence/Notes
Conformity
Non-conformity
A.1.1
The 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:
actively promotes and participates in the HSMS, and
assigns a senior management representative the overall responsibility for implementing and maintaining the HSMS.
Promotes health and safety in the community

22. A.2 Health & Safety Policy Statement Standard
Evidence/Notes
Conformity
Non-conformity
A.2.1
The employer has a written health and safety policy statement that is specific to the organization.
A.2.2
The policy:
is dated and signed by the most senior accountable person on site
includes a general statement of health and safety responsibilities and commitment of all workplace parties
specifies commitment to achieve compliance with legal requirements, and
specifies the commitment of the employer to health and safety and the protection of workers
specifies a commitment to continual improvement.
A.3 Legal Requirements Standard
Evidence/Notes
Conformity
Non-conformity
A.3.1
The employer establishes and implements a process that:
identifies all applicable legal requirements
incorporates legal requirements into the health and safety management system
evaluates that legal requirements are consistently met
Note: Other requirements include Canadian Standards Association standards, Ministry of Labour Guidelines etc)

23. 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.

24. Progress Report
Requirement has not changed
2 progress reports per year
Format has changed

26. Year End Report
Requirement has not changed.
Must be submitted by Nov
Format has changed.
No Maintenance of previous elements.

27. Year-end Report Checklist
*All Advantage firms submit the following documentation attached to the Checklist;
Written Standard %
Internal Auditor training record %
Completed WSIB HSMS Review (internal audit) %
Senior Management Sign-off HSMS Review / Continual Improvement Plan 20%
Written Continual Improvement plan addressing HSMS Review %

29. Mid Year Visits Random companies selected by WSIB
Purpose is to verify progress

30. Safety Group Guidelines 4th Edition
Changes effective 2011

31. Changes
Sponsor & 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 )

32. 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