European Social Dialogue Agreement on Silica Claire Lanne (IMA-Europe) Reporting – Claire Lanne (IMA-Europe) This initiative benefits from a grant of the EC

1. What does the Agreement require?

Who reports? Articles 6 and 7 of the Agreement Reporting will be carried out on all sites where the Agreement is applicable An Employee FOR each site monitors the application of the Agreement on site, He reports to an individual at company level according to a schedule set up after consultation with the Workers’ representatives, Company reports are collected by the signatory Parties (EU sectors) Who report to the NEPSI Council on the application of the Agreement within their sector every second year, for the first time in 2008

How? Articles 6 and 7 of the Agreement Reporting to the NEPSI Council is done in a consolidated way from site to EU sector level Objective: the number of Non-applications shall progressively decrease unless further improvement can not be achieved (retain status quo) Non-application: the non observance of the Agreement and Good Practices results in increased exposure, in turn resulting in increased risk A list of sites in repeated situations of Non-application will be annexed to the consolidated report. … A reporting format was developed in Annex 3 of the Agreement

Data to be reported Section 1: Site information Number of Employees on site Section 2: Exposure Risk Number of potentially exposed to Respirable Crystalline Silica (RCS) Section 3: Risk Assessment and Dust Monitoring Number of Employees potentially exposed to RCS covered by Risk Assessment and Dust Monitoring Section 4: Health Surveillance Number of Employees potentially exposed to RCS covered by a generic health Surveillance Protocol and by the Health Surveillance Protocol for Silicosis Section 5: Training Number of Employees potentially exposed to RCS trained on the General Principles of prevention and on the Good Practice Guide Task Sheets Section 6: Good Practices Application of technical and organizational to reduce generation / dispersion of RCS, distribution of Personal Protective Equipment (PPE) Section 7: Key Notes to be structured into Voluntary Questions: Free text

Voluntary Questions Remarks on the Reporting process; Special national obligations worth to mention; Information on initiatives organised to promote/explain the NEPSI Social Dialogue Agreement; The coverage of the report vs. the total workforce of the sector (for EU and national trade associations); Information on your exposure monitoring strategy (e.g. static or personal measurements, method of comparison to national limits); If more employees than those reported under Section 1 have been subject to risk assessment/dust monitoring/training health surveillance, specify how many; Any other comments

Calculation of Key Performance Indicators Among the number of Employees potentially exposed to Respirable Crystalline Silica on the site, % of Employees covered by: Risk Assessment & Dust Monitoring Health Surveillance (generic & silicosis) Training (general principles & task sheets) in 2010 Good Practices (technical/organizational measures & PPE)

Consolidation Consolidation of the site reports into EU Sector reports to be presented to the NEPSI Council. Originally, site reporting and consolidation of site reports at company, national and EU levels successively should have been made through Excel sheets (See Annex 3 of the Agreement) In 2008 a Reporting online system was set up

The reporting system Set up an online reporting system in 22 EU languages to serve the following purposes: Allow sites to fill in reporting data on line, in a user-friendly format including guidance Automatically consolidate site reports into consolidated reports for each of the entities (associations / companies) which may need to be involved. Facilitate the identification and contact of all the sites which are submitted to reporting under the Agreement, and all the entities which will be involved.

2. The NEPSI online reporting system

Users Reporting Level Member Type Description Level 1 NEPSI The European Network on Silica representing the signatories of the Agreement Level 2 EU Sector Association One of the 16 signatory European Sector Associations Level 3 Group Companies A Company: Directly Member of an EU Sector Association AND owning one / several Controlling Companies (see below) Level 4 National Sector Association A National Sector Association representing one of the sectors involved Level 5 Controlling Company Member of an EU Sector Association OR a National Sector Association AND Owning one / several Companies (see below) Level 6 Company A Company owning one / several industrial sites where the Agreement is applicable Level 7 Site An industrial site where the Agreement is applicable

Definition As the highest level Member in the reporting process, NEPSI will use the system to launch a top-down Member enrolment process within each of its sectors. In 2010, we will send Reminders to report, not re-enrol Members i.e. Enrolment by NEPSI of each EU Sector Association as a member in the reporting process, enrolment by each EU Sector Association of its Members involved in the reporting process, etc… until a company enrols its sites.

Principles Members from the EU Association, Company and Site levels must ALWAYS be involved. Members from other levels do not have to be involved. Group Company / National Association Members can not coexist in the reporting process between EU Association and Controlling Company / Company levels. For each Member enrolled, the system will produce a consolidated report of the quantitative data provided by the sites it is linked to. Each Member will have access to its own consolidated report, and to the consolidated reports of the Members it has enrolled. Therefore, only Companies will have access to raw site data.

Site NEPSI Enrolment (down the chain) Automatic consolidation (up the chain) Filling in

OR Optional Automatic consolidation process Filling in 16-17/06/2010 Group Company OR NEPSI European Sector Level (Signatory) Company (national legal entity) Site National sector level Controlling Company Automatic consolidation process At each level, access to consolidated report and individual reports from members / sites (1 level below) Filling in May be delegated to higher levels 16-17/06/2010 NEPSI Council meeting 15/02/2010 Deadline

Creation of further links down the chain 1: Enrolment 1 Reception of an invitation to enrol (i.e. a unique hyperlink and PIN code) 2 Access to the system through the hyperlink and PIN code, agreement to enrol 3 Creation of further links down the chain Enter: name of the link, e-mail of the contact person, country, sector, … This process is repeated by each link created in the chain, until a site receives an invitation from its company.

2: Data entering and consolidation 1 At site level, the recipient of the invitation to enrol is offered the possibility to fill in the reporting questionnaire. 2 Key Performance Indicators calculated on the basis of the data provided by the site. Include remarks in a ‘Voluntary Questions” section 3 Consolidation of data provided by the sites Sites’ data are consolidated up the reporting chains built at enrolment stage

Possible reporting “chains” There are six possible types of reporting chains (filled cells)… Major software rule: one Member can have several child Members, but only one parent Member

Split Members in the reporting chain (at enrolment stage) Company B should have two parents as it is a member of 2 sector associations Company B may be split into two “companies”, one for each sector it belongs to and receive two invitations A Site can not be split: When a multiple sector activity occurs on a specific site, please report only on core activity for that site. NEPSI Sector 1 Sector 2 Company A Company B Site a Site b Site c Site d Site e

Option 2: Read-Only Guests in the reporting chain A Read-only guest can be any entity which is not included in the reporting process but needs to have access to a Company or Controlling Company’s reporting data. When registered as such by a Controlling Company, a Read-only guest will have access to the Controlling Company’s consolidated report and to the reports of the Controlling Company’s Members, i.e. Companies. When registered as such by a Company, a Read-only guest will have access to the Company’s consolidated report and to the reports of the Company’s Members, i.e. Sites. Please keep the number of Read-Only Guests to a minimum. In order not to overload the system a maximum of 3 Read-only Guests has been set per entity. A facility for consolidating all the reports of the entities that have enrolled you as a guest is available

Read-Only Guests When could the Read-Only Guest option be needed? Company B is a direct member of EU Sector 1, but is a member of EU Sector 2 through a national sector association. Company B belongs to a Group Company. Group Company and National sector association can not co-exist in the same chain But the Group Company can be inserted as a Friend at consolidation stage. NEPSI Sector 1 Sector 2 National Sector Company A Company B Guest Site a Site b Site c Site d Site e

4. Before using the system, make sure that…

Start now !!! Make sure that: … Compile a list of contacts: You know which Member level you belong to (Member Type) You know who you will receive an invitation to report from (check junk emails box) You will send an invitation to report to each of your Members / affiliates or subsidiaries / sites concerned and you know which Member level they belong to … Compile a list of contacts: Determine who is the responsible person for reporting within your company / association, Identify the person responsible for reporting in the associations of which you are a Member / Company you are part of Identify the person responsible for reporting for each of your Members / subsidiaries or affiliates / sites. For “complex” cases, liaise with the persons identified to organise reporting.

You can find all useful documents on www.nepsi.eu Guidance

5. Timetable

Deadlines applying to system reports ! No automatic consolidation of the Voluntary Questions section of individual and consolidated reports! 15 February 2010 Deadline for filling-in site reports, Deadline for the addition of company / controlling company Voluntary Questions to their consolidated report 1 March 2010 Deadline for the addition of national sector association / group company Voluntary Questions to their consolidated report 15 February-15 April 2010 Quality checks period, where each level will whether its own members have reported, correct mistakes, etc. 15 April 2010 EU Sector level reports ready (including Voluntary Questions) and available for the NEPSI secretariat 19 May 2010 EU Sector level reports sent to Council Members May 2010 NEPSI Employers’ meeting 16-17 June 2010 NEPSI Council meeting for 2010 summary report