Step 4 – Evaluation of Safety Group Elements

Achieving an Element Implement 5 Steps to Managing Health & Safety: 1. Written standard 2. Communication 3. Training 4. Evaluate 5. Acknowledge success and/or make improvements

Step 4 – Evaluation of Safety Group Elements Why Evaluate? To assess what’s working & what’s not working in your health & safety program Review your accident/incident performance Address workplace culture issues i.e. employee participation, supervisor support, functional JHSC Good opportunity to review records re: standards, communication & training

Objectives A.Methods of Evaluation 10 examples of best practices observed in Safety Group member firms/workplaces You are not restricted to these 10 methods B.Method of Recording/Documenting Evaluation A.Documentation is key Document all forms of evaluation Aim to complete evaluation by year- end But can complete by March of following year prior to spot checks starting. Must still have written plan of ‘how’ & ‘when’ elements will be evaluated by year-end Example of documentation

Step 4 - Evaluation of Safety Group Elements 10 Best Practices/Examples Observations Interview/survey employees Quiz Scheduled workplace/site/shop inspections or tours Joint Health & Safety Committee Management Team Review Internal audit Checklists Injury/incident statistical analysis Third party review/audit

Observations Decide who and what will be observed Physically observe activity being done, such as lock- out/tag-out Conducted by supervisor and/or JHSC Provide immediate feedback to employee Can be used in conjunction with annual performance reviews

Observations Example Observation Record: Forklift Procedures Today’s Date: Observers’ Name: Workers’ Name: Pre-Operation Check General Operation: operating around personnel, reversing, parking load handling: pick-up, placement, stacking, re-stocking loading / unloading operational maintenance: refueling Immediate Feedback: Recommendations:

Interview/Survey Employees Able to address all elements simultaneously Need to determine your objectives Identify required amount of participation Develop list of questions relating to elements and your objectives Questions can either be asked verbally one-on-one with staff or by paper handout Effectiveness depends on analysis of the quiz Improvements can be based on the gaps identified in your analysis Share results with participants

Interview/Survey Employees Example Interview/Survey Questions: Do you know where the JHSC member names & minutes are kept?  Yes  Don’t know How does our workplace health & safety program compare to your previous employer’s health & safety program? If you need first aid treatment do you know who to notify?  Yes  Don’t know If you are going to be absent from work due to injury, what are your responsibilities?

Employee Quiz Able to address all elements simultaneously Need to determine your objectives Identify required amount of participation & whether participation is mandatory or voluntary Develop list of questions relating to elements and your objectives Questions listed in quiz format: multiple choice, true or false, fill in the blanks, etc. Effectiveness depends on analysis of the quiz Improvements can be based on the gaps identified in your analysis Share results with participants

Quiz See Appendix F & G Example Quiz Questions: Is PPE checked regularly for wear or defects, and replaced immediately if necessary?  Yes  No  Don’t know The hazard reporting procedures allows for immediate reporting and corrective action without waiting for the next round of regular inspections.  Yes  No  Don’t know Is the Health & Safety Representative selected by the owner?  Yes  No  Don’t know

Scheduled Workplace/Site/Shop Inspections or Tour include all 5 elements in monthly inspection report/checklist ensure JHSC/representative or supervisor understands

Scheduled Workplace/Site/Shop Inspections or Tour See Appendix A

Joint Health & Safety Committee JHSC must be an active participant in the safety group initiatives since the start of year Provide JHSC all pertinent information: meeting minutes, inspection reports, injury statistics, supervisor’s comments, training records, etc Discussion to identify areas of improvement for next year and areas of success

Joint Health & Safety Committee See Appendix B

Management Review Management & supervisors must be aware and involved in safety group initiatives during the year Hold meeting Present to management team the progress of the 5 elements and necessary documentation Discussion to identify areas of improvement for next year and areas of success

Management Review See Appendix B

Internal Audit Measure organization against external standard such as Workwell Evaluation or corporate audit Use entire audit or use portions of audit that apply to your element selection

Internal Audit Sample Guidelines from Workwell: Early & Safe Return to Work –Roles & responsibilities –Contact with injured worker –Medical monitoring and treatment –Provisions for modified work –Re-integration of the worker to regular work –Reporting requirements to WSIB Action Required with Target Dates –policy required: including roles & responsibilities

Checklist Format Identify in advance how and what will be evaluated Excellent resource document for year-end documentation

Checklist See Appendix C, D and E RTW Self-Assessment Guide

Injury/Incident Statistical Analysis Opportunity to measure the impact of completed elements on the injury/incident rates in the workplace Consider using: –a historical comparison against previous years –a comparison by locations or branches within business –a comparison to your rate group

Injury/Incident Statistical Analysis Analyze key indicators in your workplace: –Lost-time injuries –No lost-time injuries –Near misses –Duration of WSIB claims

Third Party Use the services of a third party, such as corporate auditor, health & safety association, fellow safety group member to evaluate program in the workplace Address all elements at same time Auditor will provide clear insight and recommendations for improvement

Good Ideas Consider the element being evaluated Include benchmarks in your written standards Ask supervisors to keep log books/checklists if involved in observations Negative results present opportunities for improvement Document, Document, Document