Safety Groups Program

1. Safety Groups Program 2008 Start of Year John Zwolak, CHSC, CRSP Safety Groups Program Consultant

2. Agenda • Safety Group Objectives • Safety Group Program Requirements • 3rd edition Employer Guidelines / Element Criteria • 5 Steps to Managing Health & Safety • Rebate • Getting Started • Q&A

3. Safety Groups Program • Prevention initiative to eliminate workplace injuries and illness • Collective approach to health & safety • Success achieved through pooling of resources, mentoring and sharing of best practices • Incentive to develop sustainable health & safety programs • Rewards are demonstrated through achievements in health & safety • Potential WSIB premium rebate with no surcharge

4. Jan Feb Mar Apr May Jun July Aug Sep Oct Nov Dec 2007 2008 Program Year WORKPLACE SELF ASSESSMENT Implement Your Action Plan: Complete the “5-Step Management System” for 5 elements Meeting #1 Meeting #2 Meeting #3 Meeting #4 Meeting #5 ACTION PLAN PROGRESS #1 PROGRESS #2 • YEAR END REPORTS: • YR END ACHIEVEMENT • YR END MAINTENANCE • WORKPLACE ASSESSMENT

5. Jan Feb Mar Apr May Jun July Aug Sep Oct Nov Dec 2008 Completion of 2008 Program Year(in 2009) Firms selected for Validation Audit are notified 2009 Rebate 10% of Group WSIB Validation Audit Process to verify Year-ends reports

6. Program Requirements • Attendance– Must attend and participate in a minimum of 3 group meetings in the program year • Reporting - Sign-off by senior management and submit all reports to sponsor by due date • Achievement - Complete 5 health & safety elements (demonstrate all 5 Steps) • Participate –in networking activities with group members; if asked, cooperate with WSIB visits and spot-checks

7. SAFETY GROUPS PROGRAMEmployers Guidelines 3rd Edition

8. Element Criteria Employers Guidelines 3rd Edition • The Element Requirements Chart will be used in the Safety Group Validation Audit Process. Firms will be measured against the Requirements Chart. • Each Element includes Resources to assist in the development of the standards. They are for reference only. • The Requirements chart outlines the minimum requirements. We encourage firms when and if possible to exceed the minimum requirements by incorporating best practices and improving workplace safety culture.

9. Exampleof Element Requirement Employers Guidelines 3rd Edition • JHSC / H&S Rep

10. Employers Guidelines 3rd Edition NEW NEW NEW NEW

11. Employers Guidelines 3rd Edition

12. Return To Work Employers Guidelines 3rd Edition Members must select one of five RTW elements: • RTW Self-Assessment • WSIB RTW Self-Assessment Guide completes a gap analysis of RTW program and develops a RTW action plan. • RTW Program Development • Policy, procedure, roles and responsibilities, RTW Plans, forms, and letters • Physical Demands Information • A procedure of how information is collected on a form identifying the overall physical demands of a job and breaks down the job into duties with risk identification • RTW Case Management • Procedure of contact with injured worker, return to work meetings to identify suitable work, and reporting requirements. • RTW Performance Tracking • Defined performance indicators to measure program outcomes

13. New Elements Employers Guidelines 3rd Edition • MSD • Motor Vehicle Incident Prevention • Fall Arrest OTHER ELEMENTS • Firm is required to write the element requirements • Approval from the Sponsor • Approval from the Consultant • Firms element requirements will be used available to the consultant during a spot-check

14. Safety Culture Employers Guidelines 3rd Edition • 2008 Element Requirements will impact safety culture, • Senior Management signature required on Achievement reports, • Groups or firms may request a safety culture element in the leadership category that meets their industry needs.

15. Validation Audit Process Employers Guidelines 3rd Edition • 10% of each group are randomly selected to verify the Year-end reports • On-site audit by a Safety Groups Program Consultant • Evidence based audit of the 5-Step Management system • Methodology includes: • Documentation review • Interviews (management and workers) • Observation of the workplace

16. 5-Steps to Managing Health & Safety 5 1 Acknowledge Success & Make Improvements Written Standard Evaluate 2 4 Communication 3 Training

17. Step 1 - Set Standards 5-Steps Standards define senior managements process system for an element. • Include the points in the “Element Requirements” • Writtenstatements outlining expectations and policies • Includes legal requirements • policy statements- management’s expectations and policies about health & safety • procedures- step by step instructions for particular tasks or processes • safe work procedures- written directions that include health & safety in the work processes • workplace rules- when a workplace sets its own standards i.e. how to report

18. Step 2 - Communicate 5-Steps Communication establishes an awareness to an element. • Include the points in the “Element Requirements” • ensure that everyone knows and understands what is expected of them and what they can expect of others • can take place through many different means including: • staff meetings or toolbox talks • training sessions or guest speakers • print or electronic notices (i.e. memos, e-mails, newsletters) • maintain copies and attendance records

19. Step 3 - Training 5-Steps Training establishes worker proficiency or competence to an element. • Include the points in the “Element Requirements” • Managers, supervisors workers and/or contractors receive training appropriate to the element • Various training methods: • Orientation training • Specific training (one to one) • General training (classroom or group) • On-going up-dates in safe work procedures • Testing of training is required (adult education techniques) • Maintain records of all training & certificates

20. Step 4 - Evaluate 5-Steps Evaluation is a system that measure the effectiveness of standards, communication and training • compare actual health & safety activities to the set standards and expectations • is the element actually implemented and working • keep track and document these evaluations • there are many different ways to evaluate: • Analysis of physical observations/inspection/plant or job-site audits • Small sample survey of employees • Statistical analysis & summary i.e. WSIB information • Analysis by JOHSC • Management review • Analysis of inspection reports & JOHSC minutes

21. Step 5 - Acknowledge Success & or Make Improvements 5-Steps Recognizes and defines a plan in areas for improvement and success (maintaining success). • A written plan developed improve outcomes, make changes and/or improvements where defined in “Evaluation,” • Management acknowledges the successful outcomes of an element and can personalize the reasons for success.

22. Rebate Formula

23. Rebate Formula Rebate Formula 2008 - No Rebate Cap • Up to 6% of Group Premium in Rebate • 4% for Achievement – Scores are subject to a performance improvement threshold • 2% for Performance – Improvement must be better than pre-set target reviewed annually. • 2008 Target = 7% • If minimum target is not achieved, rebate will be adjusted • New 2:2 review of Performance years A firm will be removed if they experience a workplace fatality.

24. Rebate Formula GROUP REBATE Achievement Performance Year-end Reports & Spot-checks Lost Time Injury Frequency Lost Time Injury Severity 6% 4% 1% 1% + + = *Based on Group Premiums paid • Improvement must be better than preset performance threshold. For 2008 = 7% (reviewed annually) • Achievement scores are subject to a performance improvement threshold • Improvement is calculated by comparing the two most recent years with two prior years

25. Getting Started

26. Workplace Assessment Getting Started Purpose: • Identify strengths & weaknesses of the firm’s health & safety program • Identify the selection of 5 elements for the Action Plan • Monitor maintenance and continuous improvement over the long term Action: • 3 options: • Safety Groups Program Workplace Assessment • Element Program Requirements document • Industry Specific Assessment • Completion prior to element selection mandatory: Yes or No • Reviewed during Validation Audit • Submit to sponsor by established due date (if required)

27. Action Plan Getting Started Each firm must select and implement 5 health & safety elements. • A “Group/Common element” that all participants will implement in 2008 • A “Leadership”element (can be the group element) • Anelement from “Organization” or “Hazard Recognition & Assessment” (can be the group element) • A “Return to Work” element (can be a group element) • An element from any category

28. Selecting a non-approved element Getting Started • Firm is required to define the element requirements for the 5 step process and retain their requirement document, • Firm needs to explain the rational for the element to Sponsor & WSIB Consultant, • Element cannot be part of an approved element, • Approval from Sponsor first and WSIB Consultant. Guidelines for requests non-approved elements

29. Changes to Action Plan Getting Started • Needs approval from Sponsor first and WSIB Consultant • Firm needs to provide reasons in writing (e-mail) to Sponsor & WSIB Consultant • Approval for requests received before June 30th in exceptional circumstances, (e.g. MOL order) Guidelines for requests to change Action Plan Elements

30. Getting Started Embrace the Safety Group concept of sharing information and networking Attend meetings Get going

31. Questions John Zwolak, CHSC, CRSPSafety Groups Program ConsultantPrevention Services