3Who reports? Articles 6 and 7 of the Agreement Reporting will be carried out on all sites where the Agreement is applicableAn Employee FOR each site monitors the application of the Agreement on site,He reports to an individual at company level according to a schedule set up after consultation with the Workers’ representatives,Company reports are collected by the signatory Parties (EU sectors)Who report to the NEPSI Council on the application of the Agreement within their sector every second year, for the first time in 2008
4How? Articles 6 and 7 of the Agreement Reporting to the NEPSI Council is done in a consolidated way from site to EU sector levelObjective: the number of Non-applications shall progressively decrease unless further improvement can not be achieved (retain status quo)Non-application: the non observance of the Agreement and Good Practices results in increased exposure, in turn resulting in increased riskA list of sites in repeated situations of Non-application will be annexed to the consolidated report.… A reporting format was developed in Annex 3 of the Agreement
5Data to be reported Section 1: Site information Number of Employees on siteSection 2: Exposure RiskNumber of potentially exposed to Respirable Crystalline Silica (RCS)Section 3: Risk Assessment and Dust MonitoringNumber of Employees potentially exposed to RCS covered by Risk Assessment and Dust MonitoringSection 4: Health SurveillanceNumber of Employees potentially exposed to RCS covered by a generic health Surveillance Protocol and by the Health Surveillance Protocol for SilicosisSection 5: TrainingNumber of Employees potentially exposed to RCS trained on the General Principles of prevention and on the Good Practice Guide Task SheetsSection 6: Good PracticesApplication of technical and organizational to reduce generation / dispersion of RCS, distribution of Personal Protective Equipment (PPE)Section 7: Key Notes to be structured into Voluntary Questions:Free text
6Voluntary Questions Remarks on the Reporting process; Special national obligations worth to mention;Information on initiatives organised to promote/explain the NEPSI Social Dialogue Agreement;The coverage of the report vs. the total workforce of the sector (for EU and national trade associations);Information on your exposure monitoring strategy (e.g. static or personal measurements, method of comparison to national limits);If more employees than those reported under Section 1 have been subject to risk assessment/dust monitoring/training health surveillance, specify how many;Any other comments
7Calculation of Key Performance Indicators Among the number of Employees potentially exposed to Respirable Crystalline Silica on the site, % of Employees covered by:Risk Assessment & Dust MonitoringHealth Surveillance (generic & silicosis)Training (general principles & task sheets)in 2010Good Practices (technical/organizational measures & PPE)
8ConsolidationConsolidation of the site reports into EU Sector reports to be presented to the NEPSI Council.Originally, site reporting and consolidation of site reports at company, national and EU levels successively should have been made through Excel sheets (See Annex 3 of the Agreement)In 2008 a Reporting online system was set up
9The reporting systemSet up an online reporting system in 22 EU languages to serve the following purposes:Allow sites to fill in reporting data on line, in a user-friendly format including guidanceAutomatically consolidate site reports into consolidated reports for each of the entities (associations / companies) which may need to be involved.Facilitate the identification and contact of all the sites which are submitted to reporting under the Agreement, and all the entities which will be involved.
11Users Reporting Level Member Type Description Level 1 NEPSI The European Network on Silica representing the signatories of the AgreementLevel 2EU Sector AssociationOne of the 16 signatory European Sector AssociationsLevel 3Group CompaniesA Company:Directly Member of an EU Sector AssociationAND owning one / several Controlling Companies (see below)Level 4National SectorAssociationA National Sector Association representing one of the sectors involvedLevel 5Controlling CompanyMember of an EU Sector Association OR a National Sector AssociationAND Owning one / several Companies (see below)Level 6CompanyA Company owning one / several industrial sites where the Agreement is applicableLevel 7SiteAn industrial site where the Agreement is applicable
12DefinitionAs the highest level Member in the reporting process, NEPSI will use the system to launch a top-down Member enrolment process within each of its sectors. In 2010, we will send Reminders to report, not re-enrol Membersi.e. Enrolment by NEPSI of each EU Sector Association as a member in the reporting process, enrolment by each EU Sector Association of its Members involved in the reporting process, etc… until a company enrols its sites.
13PrinciplesMembers from the EU Association, Company and Site levels must ALWAYS be involved.Members from other levels do not have to be involved.Group Company / National Association Members can not coexist in the reporting process between EU Association and Controlling Company / Company levels.For each Member enrolled, the system will produce a consolidated report of the quantitative data provided by the sites it is linked to. Each Member will have access to its own consolidated report, and to the consolidated reports of the Members it has enrolled. Therefore, only Companies will have access to raw site data.
14Site NEPSI Enrolment (down the chain) Automatic consolidation (up the chain)Filling in
15OR Optional Automatic consolidation process Filling in 16-17/06/2010 Group CompanyORNEPSIEuropean Sector Level (Signatory)Company (national legal entity)SiteNational sector levelControlling CompanyAutomatic consolidation processAt each level, access to consolidated report and individual reports from members / sites (1 level below)Filling inMay be delegated to higher levels16-17/06/2010NEPSI Council meeting15/02/2010Deadline
16Creation of further links down the chain 1: Enrolment1Reception of an invitation to enrol (i.e. a unique hyperlink and PIN code)2Access to the system through the hyperlink and PIN code, agreement to enrol3Creation of further links down the chainEnter: name of the link, of the contact person, country, sector, …This process is repeated by each link created in the chain, until a site receives an invitation from its company.
172: Data entering and consolidation 1At site level, the recipient of the invitation to enrol is offered the possibilityto fill in the reporting questionnaire.2Key Performance Indicators calculated on the basis of the data provided by the site. Include remarks in a ‘Voluntary Questions” section3Consolidation of data provided by the sitesSites’ data are consolidated up the reporting chains built at enrolment stage
18Possible reporting “chains” There are six possible types of reporting chains (filled cells)…Major software rule: one Member can have several child Members, but only one parent Member
19Split Members in the reporting chain (at enrolment stage) Company B should have two parents as it is a member of 2 sector associationsCompany B may be split into two “companies”, one for each sector it belongs to and receive two invitationsA Site can not be split:When a multiple sector activity occurs on a specific site, please report only on core activity for that site.NEPSISector 1Sector 2Company ACompany BSite aSite bSite cSite dSite e
20Option 2: Read-Only Guests in the reporting chain A Read-only guest can be any entity which is not included in the reporting process but needs to have access to a Company or Controlling Company’s reporting data.When registered as such by a Controlling Company, a Read-only guest will have access to the Controlling Company’s consolidated report and to the reports of the Controlling Company’s Members, i.e. Companies.When registered as such by a Company, a Read-only guest will have access to the Company’s consolidated report and to the reports of the Company’s Members, i.e. Sites.Please keep the number of Read-Only Guests to a minimum. In order not to overload the system a maximum of 3 Read-only Guests has been set per entity.A facility for consolidating all the reports of the entities that have enrolled you as a guest is available
21Read-Only Guests When could the Read-Only Guest option be needed? Company B is a direct member of EU Sector 1, but is a member of EU Sector 2 through a national sector association.Company B belongs to a Group Company. Group Company and National sector association can not co-exist in the same chainBut the Group Company can be inserted as a Friend at consolidation stage.NEPSISector 1Sector 2NationalSectorCompany ACompany BGuestSite aSite bSite cSite dSite e
23Start now !!! Make sure that: … Compile a list of contacts: You know which Member level you belong to (Member Type)You know who you will receive an invitation to report from (check junk s box)You will send an invitation to report to each of your Members / affiliates or subsidiaries / sites concerned and you know which Member level they belong to… Compile a list of contacts:Determine who is the responsible person for reporting within your company / association,Identify the person responsible for reporting in the associations of which you are a Member / Company you are part ofIdentify the person responsible for reporting for each of your Members / subsidiaries or affiliates / sites.For “complex” cases, liaise with the persons identified to organise reporting.
24You can find all useful documents on www.nepsi.eu Guidance
26Deadlines applying to system reports ! No automatic consolidation of the Voluntary Questions section of individual and consolidated reports!15 February 2010Deadline for filling-in site reports,Deadline for the addition of company / controlling company Voluntary Questions to their consolidated report1 March 2010Deadline for the addition of national sector association / group company Voluntary Questions to their consolidated report15 February-15 April 2010Quality checks period, where each level will whether its own members have reported, correct mistakes, etc.15 April 2010EU Sector level reports ready (including Voluntary Questions) and available for the NEPSI secretariat19 May 2010EU Sector level reports sent to Council MembersMay 2010NEPSI Employers’ meeting16-17 June 2010NEPSI Council meeting for 2010 summary report