Safety & Health Management System Training Lesson 1 – OSHA & the Importance of Having a Safety Health Management System (SHMS)

Safety Health Management System (SHMS) Webinar Series In this series of webinars developed under the Susan Harwood Grant, you will learn: Lesson 1 - OSHA and the Importance of Having a Safety Health Management System (SHMS) Lesson 2 – Management Commitment & Leadership Lesson 3 – Worksite Analysis Lesson 4 – Hazard Prevention & Control Lesson 5 – Safety & Health Training

Introduction Safety and health management systems can greatly reduce the number and severity of work-related accidents and illnesses. Managers and employees can work together to identify workplace hazards and potentially dangerous conditions. Take a proactive approach: develop and implement processes, procedures and programs that are preventative. The benefits: fewer lost work days, lower workers' compensation costs and higher employee morale and productivity

Lesson 1 Contents Objectives What is OSHA OSHA’s Business Requirements What is a SHMS Characteristics of an Effective SHMS SHMS Models Benefits of an SHMS Case Study

Objectives Learn how a Safety and Health Management System (SHMS) can be a proactive approach to preventing workplace accidents and injuries. Learn about the U.S. Occupational Safety and Health Administration (OSHA) and compliance requirements. Learn what a safety and health management system is and its benefit.

What is OSHA? OSHA’s mission is to assure that every employee has the right to a safe work environment and healthful working conditions. They do this by: Enforcing the standards developed under the Act. Providing training, outreach and education. Assisting and encouraging the State governments to do the same. Encouraging continual process improvement in workplace safety and health. Quick Fact 1 * Since its inception, OSHA reports that occupational deaths have fallen 62% and injuries have declined by 42% (source: OSHA website).

What is OSHA? OSHA regulations are found in Title 29 of the Code of Federal Regulations (CFR). These regulations can be difficult to interpret or understand which ones apply to your company if you do not have an organized approach. Implementing a formal SHMS provides an organized approach and helps ensure your company's compliance with OSHA regulations.

What is OSHA? OSHA Federal regulations cover most private sector workplaces, however it is the employers’ responsibility to provide a safe working environment. Coverage applies to all employers and their employees in all 50 states unless excluded by the Appropriations Act. 26 states operate their own “State Plan”.

OSHA Business Requirements As a business you must comply with OSHA's laws, regulations and standards. In fact, all employers must post the federal or State OSHA poster. (See 29 CFR 1903.2.) If you have 11 or more employees, must also keep records of work-related injuries and illnesses (with some exemptions). LINK FOR OSHA SMALL BUSINESS RESOURCES: http://www.osha.gov/dcsp/smallbusiness/index.html

OSHA Business Requirements POSTER LINKS: English: http://www.osha.gov/Publications/osha3165.pdf Spanish: http://www.osha.gov/Publications/osha3167.pdf

What is a SHMS? A safety and health management system (SHMS) provides an organized approach to manage and reduce safety and health hazards. A SHMS helps achieve OSHA compliance, but designed to go beyond OSHA compliance; ensure continual improvement of safety and health performance.

Poll Question #0 #0 POLL QUESTION: Does your organization have a SHMS? Yes No

What is a SHMS? For example, an employer finds an unsafe condition during a routine safety inspection of the facility. If an SHMS is implemented, the employer will not only seek to improve the condition to meet OSHA compliance, but will seek a long-term solution to ensure the non-compliant condition will not reoccur.

What is a SHMS? Example Elements Occupational safety & Health Hazard identification and risk control Operational control Emergency preparedness and response Employee training Management review Continuous system evaluation and improvement

Poll Question #1 #1POLL QUESTION: What are the 4 main components of a Safety Health Management System (SHMS)? Operational Control, Management Leadership, Employee Training and Continuous System Improvement Management Leadership, Worksite Analysis, Employee Training, and Hazard Identification Management Leadership, Worksite Analysis, Hazard Prevention and Control, and Safety and Health Training Hazard Prevention and Control, Employee Training, Safety and Health Training, and Worksite Analysis Answer: C. Management Leadership, Worksite Analysis, Hazard Prevention and Control, and Safety and Health Training

What is a SHMS? There are four main components of an SHMS: (1) Management Leadership (2) Worksite Analysis (3) Hazard Prevention and Control (4) Safety and Health Training 1. Management Leadership, the tasks are to: Develop a safety and health policy, and Assign responsibilities 2. Worksite Analysis, the tasks are to: Review results of an example accident investigation. Complete example OSHA Form 300 Injury and Illness Log. Identify hazards in example self-inspection. Conduct self-inspection. Recognize written programs required by OSHA, and Conduct job hazard analysis. 3. Hazard Prevention and Control, the tasks are to: Select appropriate hazard controls for example hazard identification, and Select appropriate contractor based on example criteria 4. Safety and Health Training, the task is to: Identify your OSHA training requirements Identify the S & H training needs for an example company. Develop a training matrix for S & H Training needs, and Review a four level training evaluation process for example company.

Characteristics of an Effective SHMS A SHMS is a holistic approach to safety—a living, breathing documented system Safety is an organizational value Considered fundamental to the company’s survival and is everyone’s responsibility. In an effective SHMS, employees look for ways to make their work environment safer for themselves and their coworkers.

Characteristics of an Effective SHMS Ongoing Management support Employees, supervisors and managers must perceive that safety is not just “today’s priority” subject to change tomorrow. Management must communicate, and continually demonstrate, to employees that safety and health issues must be factored into all aspects of business operations.

Characteristics of an Effective SHMS Employee involvement All employees contribute to safety and health (Ex. Safety Committees) Those in key positions must understand their roles and responsibilities and be knowledgeable of the company’s SHMS

Characteristics of an Effective SHMS Key personnel involved in development Identify a key person or staff to oversee the development of your SHMS. While it’s good to involve all employees in the implementation of the program, someone needs to be in charge. The person in charge will need the authority to make changes where necessary and bring critical issues to the attention of management.

Characteristics of an Effective SHMS Development Schedule A schedule of activities and assignment of responsibilities is required Employees need to know what they must do and when Key safety and health activities must be completed

Characteristics of an Effective SHMS Adaptability and ease of use Needs to be used and understood by all employees During development, keep in mind those with disabilities who may need various methods of understanding the system Easy to understand and implement SHMS should be adaptable to allow changes and improvements in your organization.

Characteristics of an Effective SHMS Pre-Assessments - to improve safety and health management and reduce workplace injury and illness: Need to discover the reasons why unsafe practices occur A preliminary assessment identifies what elements of your existing system need additional work An understanding of what you have for losses and why its key

Characteristics of an Effective SHMS Successful Implementation Requires work Develop new or modified safety and health procedures and documents identified from assessments Ensure adequate time and resources to train employees on all systems

Characteristics of an Effective SHMS Periodic reviews or audits will help identify: Problems or deficiencies in the system Develop corrective actions Keep you on track to meet goals and objectives

Poll Question #2 #2POLL QUESTION: True or False? To increase the likelihood of developing an effective SHMS, you should only include a few key personnel during the planning and implementation process. A. True B. False Answer B is Correct While a key person or personnel should have responsibility and authority for developing the SHMS, it's essential to involve all employees during the planning and implementation of the program.

SHMS Models Material presented in this course is based on several models: OSHA Voluntary Protection Program (VPP) Occupational Health and Safety Management Systems Specification OHSAS 18001:1999 American National Standard, ANSI Z10 Occupational Health and Safety Management Systems. ISO 9000 - International Organization for Standardization Employers who implement an SHMS according to the elements of one of these three standards can minimize workplace risks and reduce injuries and the costs associated.

SHMS Models OSHA created the Voluntary Protection Program (VPP) in 1982 To recognize and partner with employers that implement exemplary systems for managing safety and health. VPP utilizes a set of performance-based criteria and hold management accountable for: Worker safety and health Continual identification and elimination of hazards The active involvement of employees in their own protection. The criteria can be implemented in all industries in all sizes.

SHMS Models Employers who meet the VPP criteria are exempted from OSHA compliance inspections for a specified period of time. OSHA also periodically re-evaluates the employer site to confirm its qualification for VPP. Being identified as a VPP demonstrates an ongoing partnership with OSHA and an employer commitment to effective worker protection. IMPORTANT TO NOTE: * VPP sites are not exempted from compliance inspections IF they receive a call with a complaint. The area office may just call the site to inquire about the complaint instead of doing an inspection, depending on the severity of the complaint.

Poll Question #3 A. True #3 POLL QUESTION: True or False? A company that meets OSHA VPP standards is exempt from regular programmed OSHA compliance inspections for a specified period of time. A. True B. False A is Correct VPP sites become exempt from regular programmed OSHA compliance inspections for a specified period of time in addition to receiving many other benefits from improving their safety and health performance E is Correct ISO 9000 and ISO 14000 do not establish specifications for safety and health. ISO 9000 sets standards for quality management systems and ISO 14000 series sets standards for environmental management systems.

SHMS Models – Other Models OHSAS 18001: 1999 The Occupational Health and Safety Assessment Series (OHSAS) Management Systems Specification 18001 was developed in response to customer demand for a recognizable occupational health and safety management system standard against which companies can be assessed and certified. The British Standards Institution (BSI) developed this specification, which is modeled after and compatible with the very effective management system standards for quality (ISO 9000) and the environment (ISO 14000).

SHMS Models – Other Models ANSI Z10 Standards developed for SHMS called ANSI Z10 - Occupational Health and Safety Management Systems by American National Standards Institute (ANSI) and the American Industrial Hygiene Association (AIHA). ANSI Z10 Employers must evaluate their own conformance to the standard rather than rely on a third-party audit as in OHSAS 18001. In addition, employers will not be removed from programmed OSHA compliance inspections as in the VPP programs.

Poll Question #4 #4 POLL QUESTION: Which of the following does not provide specifications for an SHMS? A. ISO 9000 B. OHSAS 18001 C. OSHA Voluntary Protection Program D. ISO 14000 E. A and D

Poll Question #5 #5 POLL QUESTION: Why might a company choose to meet the OHSAS 18001 specifications for occupational safety and health? A. To become exempt from OSHA inspections for a specified period B. To receive third party certification of its SHMS C. Because the company has already implemented ISO 9000 and/or ISO 14000 standards and wants to implement an SHMS that is compatible with its other management systems D. B and C, only E. A, B and C D is Correct Two reasons a company might choose to comply with OHSAS 18001 as opposed to another safety and health standard are: (1) a desire for third party certification of its SHMS and (2) familiarity with ISO 9000 and/or ISO 14000, after which OHSAS 18001 is modeled

Benefits of an SHMS Keeps employees safer by having system to prevent injuries and illnesses Reduced workers' compensation costs. Fewer injuries and illnesses leads to a reduction in your workers' compensation premiums and costs. The cost savings directly improve your company's bottom line.

Benefits of an SHMS Improved productivity and quality. The systematic requirements of an SHMS leads to a healthier, safer workforce with fewer mistakes and less downtime. Improved workplace environment. Many VPP sites report workplace improvements such as lower turnover rates, reduced absenteeism and improved employee morale. When managers emphasize employee participation in SHMSs, employees have the opportunity to take ownership of their work environment and their contributions have proven to be tremendous.

Benefits of an SHMS Reduced lost workday injuries. VPP sites generally report 60 to 80% fewer lost workday injuries than would be expected from an "average" site of the same size in their industries [source: Carolina Star Manual (page I-1)].

Poll Question #6 How can a company benefit from implementing an SHMS? A. Fewer work-related injuries, illnesses and deaths B. Lower employee turnover C. Higher employee morale D. Lower workers' compensation costs E. All of the above E is Correct All these can be beneficial outcomes from implementing an SHMS

Case Study Cozy Heating and Cooling (CHC) In this Course you will journey along with a fictitious company, Cozy Heating and Cooling (CHC), as it implements parts of its own SHMS. Come meet some of its key personnel and learn more about the business's occupational safety and health concerns. Ben Smith, a young entrepreneur skilled in installing and servicing residential heating and air conditioning equipment, started CHC in 1968. Although Ben began the business in the back room of a local warehouse, the company now employs 92 people and serves residential and industrial clients in the Greenville, SC area. CHC employs a management team including Owner and President (Ben Smith), a General Manager, a Sales Manager, an Operations Foreman, and a Human Resources Manager. Approximately 50 service technicians report to the Operations Foreman and his Assistant.

Case Study The Human Resources Manager (Mary White), who is also responsible for safety and health, has noticed an unusually large rise in the number of workers' compensation claims filed in the last two years. The accidents range from cuts and scrapes to more serious injuries such as falls and back injuries. In addition, service technicians have been involved in more vehicle accidents as they travel to and from job sites. After researching the OSHA website and discussing accident prevention with their workers' compensation insurance company, Mary suggested to Ben that CHC could benefit from implementing an SHMS. Once Ben realized that an SHMS could reduce accidents and their associated costs, he assigned Mary with the responsibility and authority to implement an SHMS. Be sure to register for the next session to see how Mary starts her journey in developing a SHMS for Cozy Heating and Cooling.

Conclusion This is the end of Lesson 1, please take the post-test and complete the lesson evaluation form. Sign up for Lesson 2 and subsequent lessons. In order to get your certificate of completion for this series, you must complete all 5 lessons.

RESOURCE LINKS http://www.osha.gov/SLTC/etools/safetyhealth/ Safety & Health Program References - http://www.osha.gov/SLTC/etools/safetyhealth/mod4_factsheets_refs.html

This course, funded by an OSHA-sponsored Susan Harwood grant, is designed to assist small and medium sized businesses in developing and implementing an effective safety and health management system. This material was produced under grant SH-17814-08-60-F-24 from the Occupational Safety Health Administration, U.S. Department of Labor. It does not necessarily reflect the views and policies of the U.S. Department of Labor, nor does mention of trade names, commercial products, or organizations imply endorsement by the U.S. Government.