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Samuel Steel Safety Group 2013 (8 th Year as a Sponsor) . Samuel Son & Co. Ltd Joe Galasso, Ioana Puscariu, Linda Doan, Frank Divincenzo, Jason Fitzpatrick. WSIB Shelley Wall Safety Group Program Consultant. Meeting 1 Agenda. Welcome / Welcome Back to Safety Group

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Samuel Steel Safety Group 2013 (8 th Year as a Sponsor)


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    1. Samuel Steel Safety Group 2013 (8th Year as a Sponsor) Samuel Son & Co. Ltd Joe Galasso, Ioana Puscariu, Linda Doan, Frank Divincenzo, Jason Fitzpatrick WSIB Shelley Wall Safety Group Program Consultant

    2. Meeting 1 Agenda • Welcome / Welcome Back to Safety Group • 2012 SSSG Report Card • The 5-Step Management System Model • Overview of SG Program Year • Getting Started: • Employer Guidelines • Action Plan • Element List & Requirements • The 5-Steps • Year-end Reporting • 5+ Advantage Program • Audit Process • Rebate Formula • Next Steps • MoL Update 2013 Safety Groups Program

    3. 2013 Samuel Steel Safety Group • SSSG Firm Make UP for 2013 • A total of 18 firms represented • With a total of 25 facilities • 10 firms are in the first 5 years of the program • 8 firms are in the 5 plus advantage program • 1 firm (Tsubaki) is on 1st year of 5 plus • 1 firm (Metal Koting) is brand new and on Year 1

    4. Who is Welcome to Join Safety Groups? A firm must: • Have Owner/Senior Management commit to participate in the Program • Be a Schedule 1 firm paying WSIB premiums • Be in good standing with the WSIB without charges or convictions under the WSIA • Committed to participate for at least one full year • Be in only one safety group at a time • Not be a current participant of SCIP or Accreditation

    5. Participant Requirements • Complete Action Plan • Implement/Improve elements of your health & safety program • Report Progress & Achievement to Sponsor • Attend minimum 3 Safety Group meetings • Provide and accept health & safety mentoring, networking and sharing of best practices • Participate in validation audit if selected

    6. Safety Groups Program Objectives • Prevention initiative to help eliminate workplace injuries, illnesses and fatalities • Collective approach to health & safety • Success achieved through pooling of resources, mentoring and sharing of best practices • Utilize the 5-step Health & Safety Management System • Incentive to develop sustainable health & safety programs • Rewards are demonstrated through achievements in health & safety • Potential WSIB premium rebate with no surcharge

    7. Jan Feb Mar Apr May Jun July Aug Sep Oct Nov Dec 2013 2011 Program Year 2013 Program Year 2013 Safety Group Application Implement 2013 Action Plan: Complete the “5-Step Management System” for 5 elements Orientation Meeting #1 Meeting #2 Meeting #3 Meeting #4 ACTION PLAN • YEAR END REPORTS: • YR END ACHIEVEMENT PROGRESS #1 PROGRESS #2

    8. Jan Feb Mar Apr May Jun July Aug Sep Oct Nov Dec 2013 Completion of 2012 Program Year(in 2013) 1 firm from 1-5 group & 1 firm from 5 plus group Firms selected for Validation Audit are notified 2012 Rebate 10% of Group WSIB Validation Audit Process to verify Year-ends reports

    9. What Are The Five Steps to Managing Health & Safety? • Step 1 – You must start with a written standard • Step 2 – You must communicate to all employees what you are doing and why • Step 3 – You are required to train employees on the developed standard • Step 4 – You must evaluate your process / program • Step 5 – You must acknowledge success & make improvements

    10. 5-Steps to Managing Health & Safety Acknowledge Success & Make Improvements 5 1 Written Standard Evaluate 2 4 Communication 3 Training

    11. Step 1 - Set Standards • Written statements outlining H&S expectations and policies • See Employer Guidelines • 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 • Include the points in the “Element Requirement Chart” • Meet minimum legal requirements • Current date and signed Health & Safety Standards should answer the 5 W’s and How

    12. Example: Element Requirement Chart

    13. Step 2 - Communicate • General awareness of H&S elements • Ensure that everyone knows and understands what is expected of them and what they can expect of others • Many different ways to communicate: • staff meetings • safety talks • print or electronic notices – memos, newsletters, e-mails • Posters/notices • Payroll stuffer Maintain records of how you communicated each element

    14. Step 3 - Train • Managers, supervisors and workers attain the knowledge and skill to work safely • Appropriate to their job duties and workplace • Various training methods: • During orientation training • Planned training sessions for specific staff • Demonstrations by supervisors • Observing another co-worker (mentoring or buddy system) Health & Safety Training records/certificates required for each element

    15. Step 4 - Evaluate • Are your Safety Group standards working ? How do you know? • Compare actual workplace activities to your written health & safety standards and expectations • Is the standard working and achieving the desired result? • Keep track and document your evaluation process & analysis • There are many different ways to evaluate: • Analysis of observations/inspections/plant or job-site audits • Survey of employees – interviews or questionnaire • Statistical review & analysis - i.e. WSIB information • Review and analysis by JHSC • Management review and analysis • Third party assessment and analysis * Negative results is still evaluation !

    16. Step 5 - Acknowledge Success and Make Improvements Based on results of your Evaluation: • recognize everyone who contributed to successful accident prevention activities by meeting and surpassing company standards • performance evaluations, letter/memo from president, health & safety awards, public recognition - i.e. coffee & donuts for JHSC and/or employees, staff meeting, banquet, newsletter article, bulletin board display • Develop an action plan to make changes and improvements where needed Safety Always

    17. Action Plan • Clearly sets the plan for they year • Defines responsibility • Think about the finish line and make sure you can reach the objective. • Build in time for maintenance as well

    18. Completing the Action Plan Group Element: New Employee Orientation Must Select 1 Element from Leadership Organization/ Hazard/ Assessment 1 Element 1 Return to Work Element 1 Other

    19. Why, New Employee Orientation? • With the MoL’s introduction of the “Worker Health and Safety Awareness in 4 Steps” • It makes sense to look at your current “New Employee Orientation”, massage it it to ensure that it meets and / or adopt what the MoL is setting as the minimum standard for initial awareness training

    20. New Regulatory Requirements The Ministry of Labour proposes to introduce new regulatory requirements that would require employers to ensure that all workers and supervisors complete mandatory occupational health and safety awareness training programs. The proposal would also allow for a transition period to allow employers time to ensure that existing workers and supervisors have completed awareness training programs before the proposed regulation comes into effect. It is anticipated that the proposed new regulation would be filed on or before July 1, 2013 and would come into force on January 1, 2014.

    21. Guidelines 4th Edition • As a member you need to • Read through the Guidelines (available electronically) • Read the element requirements for the elements you are selecting for 2013 • Refer to the Guidelines as the map for your year • Use the Guidelines as for verification of completion of the elements

    22. Getting Started Changes to Action Plan • 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

    23. WSIB Update –Safety Groups Advantage Program 2013 Shelley Wall Safety Groups Program Consultant shelley_wall@wsib.on.ca

    24. Firm Eligibility • Successful completion of 5 years in the Safety Group Program • *Advantage 2013 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.

    25. to 2013 Advantage Program Changes • To be eligible for 2013, firms must Be actively registered in the 2012 Safety Group Program • Evidence of conformity equals: 1 Standard and 2 sufficient corroborating evidence • Example: JHSC • Standard (policy) • Meeting Minutes • Inspection Report • Certification Training And 2 Supporting Forms / Records / Interviews … Samuel Safety Systems

    26. 2013 Changes Continued • Continual Improvement Plan • CIP which has action items initiated in 2013 • All non-conformities initiated within 6 months of audit • All non-conformities planned to resolution on the continual improvement plan Samuel Safety Systems

    27. 2013 Changes Continued • If a multi-location firm conducts their HSMS audit by sampling only a portion of their locations (for example a business with 50 stores across Ontario, may plan to audit 20 stores) • It is required that the Continuous Improvement Plan is applied to all firm locations • Not just the locations where the audits were conducted. Samuel Safety Systems

    28. 2013Advantage Program Requirements:

    29. 2013Advantage Program Requirements:

    30. 2013Advantage Program Requirements:

    31. 2013Advantage Program Requirements:

    32. 2013Advantage Program Requirements:

    33. Definitions • Senior Management – Owner, President, CEO or equivalent. For the purposes of SGAP, management staff that have the authority to approve and commit company resources (time, people and money) for health and safety are considered to be senior. • Initiate – commencement of the CIP action points developed and approved by Senior Management

    34. 2013 Pre-approved list of Audits The qualification standard is formal audit training. This qualification requirement 2012 Pre-approved list of Audits: • WSIB proposed Accreditation Audit (WSIB HSMS Review Form) • WSIB WorkWell Audit • ZeroQuest Audit • Infra-Structure Health and Safety Audit - Certificate of Recognition (COR) • Public Service Health and Safety Audit • Workplace Safety and Prevention Services OHS Management System Audit • Safe Workplace Ontario (WSN) Safety Audit • CSA Z1000 • OHSAS 18001

    35. Request process to use an audit not on the pre-approved list: Firms can request to use other HSMS audits (example: Corporate Audits) for the 2013 Advantage Program if the audit criteria meet the WSIB HSMS Review Form. The firm must send the requested audit and the completed Audit EquivalencyForm to their Safety Group Program Sponsor for their review and initial approval. The Safety Group Program Sponsor is to ensure all the criteria outlined in the Audit Equivalency Form has been met. If initially approved, the Safety Group Program Sponsor forwards the requested audit and the Audit Equivalency Form to the Safety Group Program Consultant with details of equivalency to the HSMS Review Form for final approval.   The request must be submitted by the Sponsor to the Safety Group ProgramConsultant by February 22, 2013 to allow processing time before the Action Plan due date of February 28, 2013.

    36. 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.

    37. Year-end Report Checklist: All Advantage Program firms submit the following documentation attached to the Year End Report / Checklist: Maintenance of Elements: Maintenance of past Safety Group elements is not included in the score. Although it is an expectation the maintenance of elements is continued by the firm to provide the necessary evidence of conformity to the HSMS Audit, the Maintenance of Elements Reports are not required to be submitted. A firm’s health and safety program elements will be analyzed as part of their selected audit in the 2013 Advantage Program.

    38. 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; 20% • Audit schedule with procedure and timelines • Auditor training qualifications • Assignment of roles & responsibilities • Continual Improvement Plan Process • Internal Auditor training20% • Record of formal audit training for Auditor(s) • HSMS Review or equivalency 20% • Approved HSMS Audit or equivalency with supporting documentation of listed evidence for each criteria available for review • Sign-off (with date) of Auditor(s) • Documented evidence of Senior Management review, with date, of the completed 2012 HSMS Audit • Return to Work20% • Verification the firm audited their Return-to-Work Standards in 2012 against the WSIB WR Policies and identified nonconformities added to the Continual Improvement Plan

    39. Validation Audits (cont.): • Continual Improvement Plan20% • All nonconformities identified by the HSMS Audit are addressed on the 2013 Continuous Improvement Plan • The 2013 CIP has action points for nonconformities being initiated and documented in 2013 • Verifies all nonconformities have action points initiated and documented within 6 months of the audit being completed and subsequent CIP actions are progressing based on the established timelines • All nonconformities are planned to resolution with detailed action points on the CIP • Documented evidence of Senior Management review of the 2013 CIP and any subsequent revisions

    40. Additional Notes: • All Advantage Program requirements must be completed within the 2013 program year. The 2013 Advantage Program Timeline Guide is intended only as a best practice reference. • Firms who participated in the 2012 Advantage Program are expected to continue working on their 2012 Continual Improvement Plan until they have completed their 2013 HSMS Audit. Senior Management will then develop a 2013 Continuous Improvement Plan that may carry forward action points from the 2012 Continual Improvement Plan. • The firm may use a format of their choice for the Continual Improvement Plan as long it as meets the program requirements.

    41. Additional Notes: • Firms are eligible to participate in the 2013 Safety Group rebate based on the submission of the Year-end Report/Checklist Form with the required attachments and achieving a minimum score of 60%, subject to verification by on-site validation audit if selected. • All the applicable Terms and Conditions of Participation on the 2013 Safety Group Application Form apply.

    42. Year-end Report Checklist *All Advantage firms submit the following documentation attached to the Checklist; • Written Standard 20% • Internal Auditor(s) training record 20% • Completed WSIB HSMS Audit/Equivalency (internal audit) 20% • Return to Work 20% • Continual Improvement plan addressing all nonconformities 20%

    43. Forms to be completed • Application Form December 14, 2012 • Action Plan February 28, 2013 • Progress Reports Spring & Fall 2013 • Year-End Report Checklist December 16, 2013 • Request to use an audit not on the pre-approved list February 22, 2013 (if applicable) Submit Action Plan No Later Then February 21

    44. Jan Feb Mar Apr May Jun July Aug Sep Oct Nov Dec 2013 2013 Advantage Program Timeline Guide MEETINGS: Orientation Leadership Intro Auditor Training Meeting #3 Meeting #4 Meeting #5 *** Progress Visits *** ACTIONS: Create written Standard for HSMS Audit Complete Intro Auditor Training or verify training qualifications Commence HSMS Audit Submit completed HSMS Audit Report to Mgmt Mgmt develops Continual Improvement Plan Mgmt initiates Continual Improvement Plan REPORTING: PROGRESS REPORT 1 DUE: SPRING PROGRESS REPORT 2 DUE: FALL 2013 ADVANTAGE APPLICATION DUE: DEC 14/12 ACTION PLAN DUE: FEB 28/13 YEAR END REPORTING & CHECKLIST DUE: DEC 16/13

    45. 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

    46. 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.

    47. 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