Department of Defense (DoD) Safety Management Center of Excellence (SMCX) Presenters: Mike Host, Paul Savage, Bill Leipprandt, Robert Barnikow, Janet Nixon, and Karen Nelson August 25, :00 – 3:00 Room Texas D

Agenda Who is the DoD SMCX? SMCX Support On-Site Assessments Baseline Assessments Gap Analysis Contents 3 Stages of Program Maturity Sample Gap Analysis e-VPP Tool / Challenge Portal and Sample e-VPP Tool Metrics Stage Completion/ Implementation Visits Application Readiness Assessments and Recertification Assessments General Technical Assistance Visits End User Support Force Risk Reduction (FR2) SMCX FY 2015 Webinars FY 2016 Webinar Ideas Stakeholders and Stars SMCX Points of Contact Questions 2

Who is the DoD SMCX? DoD-funded, Contractor-operated since 2006 (originally “DoD VPP CX”) 40+ qualified safety and occupational health professionals Provides centralized support for all Services in the DoD and other Agencies (such as DLA, DCMA, DISA) Assists Services, Major Commands, and Organizations with assessing/implementing Safety Management Systems (SMS) 3

Support Focus Primary SMCX focus area is OSHA Voluntary Protection Programs (VPP) –OSHA’s recognition for an exemplary, world-class Safety & Health Management System –Exclusive: Only 2,216* worksites in U.S. recognized 51 DoD OSHA VPP Star sites Other SMSs are supported –Service-specific SMS Army Safety & Health Management System (ASHMS), Air Force SMS (AFSMS) Department of Navy (DON), as Navy and Marine Corps policies evolve –ANSI Z-10 –OHSAS –Federal Aviation Administration (FAA) –Other as requested 4 *Per OSHA Website as of June 30, 2015

SMCX Support On-site Visit Support –Baseline Assessment –Stage Completion/Implementation –Application Readiness Assessment and Recertification Assessment –General/Technical Assistance End User Support –Remote Technical Support –Coordination with Government Stakeholders –Facilitate meetings, workshops, conferences, webinars and other forums Electronic Tools Hosting and Operations Available to both CONUS and OCONUS sites 5

On-Site Assessments DoD SMCX on-site assessments include: –Opening conference (in-brief) –Documentation review (Paper) –Informal and formal interviews (People) –Site walkthroughs (Places) –Gap analysis/review –Action plan –Closing conference (out-brief) 6

Baseline Assessment Gap analysis –Compares site’s current Safety Programs/Systems vs. SMS criteria –Identifies current gaps vs. SMS requirements Initial action plan (Web-based) –Reports status of all actions needed for SMS implementation –Provides tools for management/tracking of all needed actions –Provides real-time progress metrics Interactions with SMCX team improves site’s understanding of the SMS –Can include formal/informal training upon request 7

Gap Analysis Contents Review and assess existing Command Safety and Health policies, procedures, systems vs. the four elements of VPP (or other SMS elements as needed) –Management Leadership & Employee Involvement –Worksite Analysis –Hazard Prevention & Control –Safety & Health Training Injury and Illness data (last 3 years) 8

3 Stages of Program Maturity The SMCX implementation process is based on a 3- stage implementation model created by OSHA, which parallels the classic PLAN-DO-CHECK-ACT model. Each stage progressively increases in depth –Stage 1—Initial development of the program and policies and procedures (PLAN) –Stage 2—Communicate Stage 1 items to the site, train personnel, and fully implement throughout the worksite (DO) –Stage 3—Comprehensively review the effectiveness of the implemented SMS. Initiate actions for continuous improvement as needed. (CHECK-ACT) 9

Sample Gap Analysis 10

e-VPP (SMS) Tool Provides: –Management and tracking of all needed actions –Links to best practice examples, sample documents, training, etc., to aid action completion –Online document filing system for each required application element –Assistance completing an annual evaluation –Visibility on progress to the SMCX, site leadership and administrators, and HQ observers –Access to VPP and Challenge Portals 11

e-VPP (SMS) Tool Sample Metrics – MCAS Beaufort 12

e-VPP (SMS) Tool – Challenge Portal 13

Stage Completion/Implementation Visit Conduct validation when Stage 1 or 2 actions appear to be completed and update action plan Establish gap status and create action plan for the next stage Provide implementation assistance as needed –Closure of remaining open actions for the stage in question –Advice/training on actions needed to complete the next stage –Training to make sound self-evaluations of status/progress –Additional training in the use of the e-VPP Tool –Information on training/webinars, mentors, best practices 14

Application Readiness/Recertification Assessments Application Readiness Assessment—“Dress Rehearsal” conducted upon full SMS implementation, prior to the site’s certification visit by OSHA or other SMS certification agency –Evaluate the SMS using evaluation methods mirroring those of the certifying agency –Provide recommendations for further improvement, as needed –Identify best practices –Coach the Command in handling the OSHA/Agency visit Recertification Assessment—Conducted for sites due for OSHA or other SMS recertification evaluation –Initial, after 30–42 months; subsequent, 30–60 months 15

General Technical Assistance Visit Provided to sites requesting additional support for VPP/SMS implementation/sustainment, such as –Evaluating obstacles to SMS implementation and identifying ways to overcome them –Regulatory compliance assistance –Training/mentoring of site personnel in their SMS roles Leadership Safety professionals and collateral duty personnel Personnel performing SMS self-evaluations Supervisors Employees and union representatives 16

End User Support (Remote) Correspond with HQ, sites, and individual site personnel concerning SMS matters Research and respond to specific SMS/regulatory questions posed by sites/HQ Conduct document/policy/process reviews for sites and HQ Coordinate and schedule on-site assessments and visits based on Service prioritization Provide service/OSHA liaison Review and update site e-VPP Tool status Review and support VPP/SMS application and/or annual self-evaluations 17

Training Opportunities Information and technical training including: –Webinars –Specialized SMS training Implementation and Sustainment training Assessor training Supervisory and employee safety motivational training Internal Team-building training e-VPP Tool training Info on other opportunities for education and training 18

17 SMCX FY2015 Webinars Conducted OSHA Top 10 Annual Self-Evaluation Near-miss Reporting – Why it Matters and Ways to Make it Happen Contractor Safety Fall Protection (OSHA Top 10) Developing an Effective Ergonomics Program OSHA Recordkeeping Office Safety Electrical Wiring Methods (OSHA Top 10) & Electrical General Requirements (OSHA Top 10) 19 Register for Webinars at

17 SMCX FY2015 Webinars Conducted Flat Roof and Mezzanines Powered Industrial Trucks (OSHA Top 10) Lockout/Tagout Hazard Communication (OSHA Top 10) Scaffolding and Ladders (OSHA Top 10) Machine Guarding (OSHA Top 10) Trend Analysis Respiratory Protection (OHSA Top 10) * Certificates of completion issued to all participants 20 Register for Webinars at

SMCX FY2016 Webinar Ideas Succeeding Intentionally: Understanding Your Safety and Health Program Performance What does DoDI and 29CFR1960 mean to us and our implementation of SMS? Living By The Numbers: Essential Techniques for Effectively Managing Your Safety Resources Training Effectiveness Getting Started with a Safety Management System Confined Space Entry How to Conduct a Baseline Hazard Analysis Reviewing OSHA Records Hospital Safety 21 Register for Webinars at

SMCX FY2016 Webinar Ideas Effective Self-Inspection Programs On-site Visitor Safety Briefs SMART Goals and Objectives Maintaining a Hazard Tracking System Rewards and Recognition Program Arc Flash Best Practices – Slips, Trips, and Falls Management of Change Training Effectiveness We welcome your suggestions; please share now… …or later by sending suggestions to: 22 Register for Webinars at

Stakeholders & Stars Supporting more than 400 locations across the United States, Europe, and Asia for Army, Marine Corps, Navy, Air Force, Defense Logistics Agency, Army National Guard DoD Star Sites (as of 8/17/2015) 23

Department of Defense VPP Stars

Tracking Star Sites, Potential Stars, Other Data Maintain up-to-date Star Status on SMCX Website Inform OSD client of Star Awards –Congratulatory Letter –OSD commitment to attend Star ceremonies –Certificates/Service Letters (Service specific) Track potential Stars and coordinate with OSD and OSHA for DoD SGE support –Communicate upcoming Applications –Share date Applications submitted, any feedback/ questions –Provide date of OSHA onsite Track TCIR and DART Rates 25

Force Risk Reduction (FR2) A central location for the Department to target risks, losses, and costs, and their impacts on the force and force readiness 26

CLT Accordion Tab Select the appropriate dashboard to start analyzing Civilian Lost Time data Includes ALL Civilian Claims Reports that show CLT data back to FY02 Dashboards have powerful analysis capabilities (drill into data) Reports display data with no ability to drill further into data 27

Force Risk Reduction (FR2) For more information or to request custom FR2 training via DCS: Laura Macaluso, FR2 PM or Karen Nelson, CTC PM, 28

For additional information please visit: For additional information please visit:

DoD SMCX Service Points of Contact ServicePOC Address OSDJerry ArmyPaul Marine CorpsMike NavyMike Air ForceBill Defense Logistics Agency (DLA) Dave 30

QUESTIONS? 31