FY09 SHERM Metrics-Based Performance Summary

1. FY09 SHERM Metrics-Based Performance Summary Indicators of Performance in the Areas of Losses, Compliance, Finances, and Client Satisfaction

2. Overview • The objective of this report is to provide a metrics-based review of SHERM operations in FY09 in four key areas: Losses Compliance Personnel With external agencies Property With internal assessments Finances Client Satisfaction Expenditures External clients served Revenues Internal department staff

3. Loss Metrics • Personnel • Reported injuries by employees, residents, students • Property • Losses incurred and covered by UTS Comprehensive Property Protection Program • Losses incurred and covered by outside party • Losses retained by UTHSC-H

4. FY09 Number of UTHSC-H First Reports of Injury, by Population Type (total population 9,782; employee population 4,425; student population 3,895; resident population 850) Total (n = 451) Employees (n = 235) Residents (n = 117) Students (n = 99)

5. FY09 Rate of First Reports of Injury per 200,000 Person-hours of Exposure, by Population Type(Based on assumption of annual exposure hours per employee = 2,000; resident = 4,000; student = 800) Residents (6.88) Students (6.35) Employees (4.67) *Rate calculated using Bureau of Labor Statistics formula = no. of injury reports x 200,000 / total person-hours of exposure.

6. FY09 Reported Injuries/Exposures by Population Class and Type In FY09, slight decreases in student and medical resident sharps injuries were detected based on injury surveillance data tracking. The decreases stem largely from interventions focused on work involving cutting tools (for students) and sutures (for residents). Interventions for these types of injuries will continue to be a major focus of FY10 efforts

7. Workers’ Compensation Insurance Premium Adjustment for UTS Health Components Fiscal Years 03 to 09(discount premium rating as compared to a baseline of 1, three year rolling average adjusts rates for subsequent year) Oversight by SHERM UT Medical Branch Galveston (0.16) UT Southwestern Dallas (0.16) UT Health Center Tyler (0.13) UT HSC San Antonio (0.12) UT HSC Houston (0.09) UT MD Anderson Cancer Center (0.06)

9. FY09 Actions - Losses • Personnel • Continue with aggressive EH&S safety surveillance of workplaces and case management activities for injured employees, with particular emphasis on the prevention of student and resident sharps injuries • Improve synchronization with Employee Health Clinical Services Agreement to further contain Worker’s Compensation Insurance premiums • Property • Continue educating faculty and staff about perils causing losses (water, power interruption and theft) and simple interventions • Conduct focused loss control assessments of selected facilities based on objective financial assessments (property value, revenues, etc.)

10. Compliance Metrics • With external agencies • Regulatory inspections, peer reviews • Other compliance related activities • With internal assessments • Results of EH&S routine safety surveillance activities

11. External Agencies

12. External Agencies

13. Other Compliance-Related Activities • Completed security upgrades to irradiator units, funded by grant from DOE National Nuclear Security Administration totaling $103,328 • Updated of all safety-related HOOP policy documents • Synchronized safety training for GSBS students so compliance requirements for both UTHSC-H and UTMDACC are met simultaneously • Assisted in AAALAC inspection

14. Internal Compliance Assessments • 3,518 workplace inspections documented • 952 deficiencies identified • 386 deficiencies corrected to date • 566 deficiencies subject to follow up correction – primarily materials stacked too high in lab areas, possibly obstructing sprinkler discharge (underlying contributing cause is lack of lab space) and lower risk compliance violations • 3,520 individuals provided with required safety training • Some internal compliance was affected by continued internal moves by PIs into new laboratories, but working with faculty to correct • Focusing on the Employee Health Clinical Services program to improve medical surveillance issues

15. FY10 Actions - Compliance • External compliance • Continue to work with FPE to systematically address building issues identified by SFMO & property insurance carriers • EH&S continue aggressive routine surveillance program to provide services to community and correct possible issues to prevent non-compliance. Incorporate lessons learned from non-compliance data into training programs to prevent recurrence • Internal compliance • Continue routine surveillance program. Incorporate lessons learned from non-compliance data into training programs to prevent recurrence • Focus attention on Employee Health medical surveillance to improve compliance with aspects such as immunizations and health surveillance for health care and animal care workers • Accommodate significant impacts of moving labs to new space and remodeling vacated space

16. Financial Metrics • Expenditures • Program cost, cost drivers • Revenues • Sources of revenue, amounts

17. Campus Square Footage, SHERM Resource Needs, and Funding (modeling not inclusive of resources provided for, or necessary for Employee Health Clinical Services Agreement) Modeled SHERM Resource Needs and Institutional Allocations (Not Inclusive of EHCSA) Total Campus Square Footage and Lab/Clinic Subset Amount not funded IMM funding Lab area portion of total square footage Institutional allocation Non-lab portion of total square footage SHERM Income (Worker’s compensation insurance rebates, contracts services) Med Foundation Training Services UTP contract WCI RAP rebate * * In addition to $214,710 from “Employee Health Account”, EHCSA received 90% of FY09 WCI RAP allocation

18. Total Hazardous Waste Cost Obligation and Actual Disposal Expenditures(inclusive of chemical, biological, and radioactive waste streams) Hazardous Waste Cost Obligation Actual Disposal Expenditures FY09 savings: $201,146

19. FY09 Revenues • Service contracts • UT Physicians $ 154,500 • UT Med Foundation $ 25,299 • Continuing education courses/outreach • UT SPH SWCOEH $ 7,697 • Miscellaneous training honoraria $ 9,521 • Total $ 197,017

20. FY10 Actions - Financial • Expenditures • Continue with aggressive hazardous waste minimization program to contain costs • Continue with development of cross functional staff, affording more cost effective services to institution • Quantify the results of property loss prevention efforts to reduce amount of institutional losses • Revenues • Continue with service contract and community outreach activities that provide financial support to operate institutional program (FY09 revenues equated to about 10% of total budget) • Cultivate grant opportunities to provide support for program, such as the new biotechnology training program • Cultivate fee for service programs such as the provision of safety services to new biotech start up companies in UCT

21. Client Satisfaction Metrics • External clients served • Results of targeted awareness survey • Internal department staff • Summary of professional development activities

22. Client Feedback • Focused assessment of a designated aspect performed annually: • FY03 – Clients of Radiation Safety Program • FY04 – Overall client expectations and fulfillment of expectations • FY05 – Clients of Chemical Safety Program • FY06 – Clients who Interact with Administrative Support Staff • FY07 – Employees and Supervisors Reporting Injuries • FY08 – Clients of Environmental Protection Program Services • FY09 – Survey of Level of “Informed Risk”

23. Gauge Your Level of “Informed Risk”In an attempt to gauge the level of informed risk across campus, an online survey was circulated to manager and supervisory-level personnel via various institutional e-mail list servs for the period August 24 to September 9, 2009.Summarized below are the collective responses by percent from 19 respondents. The results indicate that certain opportunities to enhance community education and awareness exist, and will be pursed in FY10 to help further reduce the amount of retained losses experienced by the institution.

24. Key Findings • What did we learn? • 63% of the respondents did not know that the deductible for the UTHSC-H property insurance policy was $250,000 • 84% of the respondents did not know that the standard coverage for damage caused by commercial movers is $0.60 per pound • 68% of the respondents did not know that “special event” coverage is needed • 53% of the respondents did not know about reporting retained losses to Risk Management & Insurance • Implications • Results indicate opportunities for improving the level of informed risk on campus to in turn improve institutional risk-related decision making

25. Internal Department Staff Satisfaction • Continued support of ongoing academic pursuits • Weekly continuing education sessions on a variety of topics • Sought non-monetary reward ideas from staff • Participation in teaching in continuing education course offerings • Involvement in novel student and disabled veteran internship training programs • Membership, participation in professional organizations

26. Staff Involvement in Emergency Preparedness, Response, and Recovery • Significant time and effort was directed towards preparatory and recovery work for several notable emergencies in FY09 • Hurricane Ike • Novel H1N1 influenza • MSB fire • New Student Housing water damage from leak in pump room • Recent state legislation and UTS expectations will likely mandate more resources being dedicated solely to emergency preparedness

27. FY10 Actions – Client Satisfaction • External Clients • Continue with “customer service” approach to operations • Provide targeted “informed risk” education based on findings of recent survey to enhance decision making when risks are involved • Internal Clients (departmental staff) • Continue with professional development seminars • Continue with involvement in training courses and outreach activities • Continue mentoring sessions on academic activities • Conduct staff survey focused on job satisfaction • Continue 360o evaluations on supervisors to garner feedback from staff

28. Metrics Caveats • Important to remember what isn’t effectively captured by these metrics: • Increasing complexity of research protocols • Increased collaborations and associated challenges • Increased complexity of regulatory environment • Impacts of construction – both navigation and reviews • The pain, suffering, apprehension associated with any injury – every dot on the graph is a person • The things that didn’t happen

29. Summary • Various metrics indicate that SHERM is fulfilling its mission of maintaining a safe and healthy working and learning environment in a cost effective manner that doesn’t interfere with operations: • Injury rates continue to be at the lowest rate in the history of the institution • Despite continued growth in the research enterprise, hazardous waste costs aggressively contained • Client satisfaction is measurably high • Nano scale and high level biosafety research activities will be area of significant growth in the near term future and will necessitate concurrent support. Regulatory oversight in these areas also likely to be high. Likewise, Fire & Life Safety and Emergency Response will also be an area of growth driven by new construction • A successful safety program is largely people powered – the services most valued cannot be automated! • Resource needs continue to be driven primarily by campus square footage (lab and non-lab)