Samuel Steel Safety Group 2013

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

Meeting 1 Agenda Welcome / Welcome Back to Safety Group
Date - View Header and Footer to edit 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 Presentation Title - View Header and Footer to edit

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

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

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

Safety Groups Program Objectives
January 9, 2009 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

2013 Program Year 2011 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 Jan Feb Mar Apr May Jun July Aug Sep Oct Nov Dec 2013 ACTION PLAN PROGRESS #1 YEAR END REPORTS: YR END ACHIEVEMENT PROGRESS #2

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 Jan Feb Mar Apr May Jun July Aug Sep Oct Nov Dec 2013 WSIB Validation Audit Process to verify Year-ends reports

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 Management commitment to a systematic approach to health and safety is important but Step 1 -Setting company standards is a particularly critical management responsibility. Setting standards means that management identifies their expectations and policies regarding health and safety. Many minimum standards are prescribed by law. Some health and safety standards and guidelines are published by other groups such as: Canadian Standards Association Standards Council of Canada Canadian General Standards Board Ministry of Labour In addition, companies can establish their own policies and rules and improve on the minimums set in law. Examples of common workplace rules include: no eating in the work area replacement of hearing protection annually first aid training for all employees Having and following clear, measurable expectations and standards helps all employees know what is expected of them. They also help to: implement a solid health and safety program show leadership and commitment for health and safety provide a benchmark to use when evaluating risk to workers from that aspect of health and safety on the job. Suggested Resources: Occupational Health and Safety Act and Regulations (green books) available from the Ontario Government Bookstore

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

Standards should answer the 5 W’s and How
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 Management commitment to a systematic approach to health and safety is important but Step 1 -Setting company standards is a particularly critical management responsibility. Setting standards means that management identifies their expectations and policies regarding health and safety. Many minimum standards are prescribed by law. Some health and safety standards and guidelines are published by other groups such as: Canadian Standards Association Standards Council of Canada Canadian General Standards Board Ministry of Labour In addition, companies can establish their own policies and rules and improve on the minimums set in law. Examples of common workplace rules include: no eating in the work area replacement of hearing protection annually first aid training for all employees Having and following clear, measurable expectations and standards helps all employees know what is expected of them. They also help to: implement a solid health and safety program show leadership and commitment for health and safety provide a benchmark to use when evaluating risk to workers from that aspect of health and safety on the job. Standards should answer the 5 W’s and How Suggested Resources: Occupational Health and Safety Act and Regulations (green books) available from the Ontario Government Bookstore

Example: Element Requirement Chart

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, s Posters/notices Payroll stuffer Company expectations and standards need to be communicated. Employers need to ensure that all appropriate people in the workplace have a clear understanding of the workplace standards/expectations. They need to know what is expected of them and what to expect of others. Communication should be a two-way process - from employer/manager to employees and vice versa. Typically workers know exactly what and where the problems are. Can happen through various means such as tail-gate meetings, notices on bulletin boards or in pay envelopes, , meetings, and guest speakers and new employee orientation. All communications should be in a form and language understood by the recipients of the message. Maintain records of how you communicated each element

Training records/certificates required for each element
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

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 Evaluating for health and safety means checking to see if what is done in the workplace meets the company standards/expectations and whether they are still relevant and adequate. Checking to see if standards/expectations are being followed appropriately includes using tools such as inspection, air quality testing, observation, task analysis and others. For example you should check: Is the health and safety policy read, understood and being respected? Are the health and safety goals being met? Is communication to and from employees clear and understood? Is training being completed and are employees using what they learned? The different methods used for evaluating whether standards are being followed include (as mentioned above): Observing people at work, equipment, materials and other hazards or rules not being followed. Examining workplace records such as first aid reports, injury /illness statistics and WSIB claims to look for trends Asking employees for feedback Asking a third part to do a workplace assessment and give you feedback * Negative results is still evaluation ! Suggested Resources: Safety Groups Workplace Assessment

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 Giving positive feedback is an excellent way of re-enforcing a good health and safety program. You can acknowledge people’s efforts and contributions to maintaining the company standards, which usually helps them want to do more in the future. Include recognition of individual worker activities and efforts. This is also an opportunity to re-confirm the importance of health and safety to the success of the company and your commitment to it. You can accomplish this in many ways including: performance appraisals employee rewards public recognition Constructive comments or corrections in equipment and processes should also be made at regular intervals such as at management meetings or natural review periods. A good approach may be to encourage the development of teams to help you solve problems and re-set company standards. Teams may be of any size and composition. They may include management, supervisors, lead hands, joint health and safety committee members, health and safety representatives, health and safety professionals, WSIB representatives, suppliers’ representatives and others appropriate to the issue or problem at hand.

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

Completing the Action Plan
Date - View Header and Footer to edit 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 Presentation Title - View Header and Footer to edit

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

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.

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

Guidelines for requests to change Action Plan Elements
March 31, 2017 Getting Started Changes to Action Plan Guidelines for requests to change Action Plan Elements Needs approval from Sponsor first and WSIB Consultant Firm needs to provide reasons in writing ( ) to Sponsor & WSIB Consultant Approval for requests received before June 30th in exceptional circumstances, (e.g. MOL order)

WSIB Update –Safety Groups Advantage Program 2013
Shelley Wall Safety Groups Program Consultant

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.

Changes to 2013 Advantage Program
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

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

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

5 Program Requirements:
2013Advantage Program Requirements: Resources / Tools: 5 Program Requirements: Sample of a HSMS Audit Standard with the 5-W’s and How 2013 Advantage Program Timeline Guide Write or review a company standard (policy & procedures) for your HSMS Audit Program (internal health & safety audit) including, audit schedule with procedure and timelines, Auditor qualifications, roles and responsibilities, and formal Continual Improvement Plan process with assignment of responsibilities and timelines. IMPORTANT NOTE: Firms must state on their 2013 Action Plan Form the audit criteria they are using, otherwise, the audit will default to the WSIB HSMS Review Form Audit criteria. See page 4 for list of pre-approved audits.

2013Advantage Program Requirements: Resources / Tools: 5 Program Requirements: WSIB Intro to Auditing training program 2. Identify training qualifications for the Auditor(s) in your written standard and then train or verify these qualifications are met by your assigned Auditor(s) prior to commencing the 2013 HSMS Audit. Minimum qualification standard: Audit Training - see page 5.

2013Advantage Program Requirements: Resources / Tools: 5 Program Requirements: Pre-approved Audits listed on page 4 Audit Equivalency Form Advantage Program Forms: Action Plan Progress Report Year-End Report Checklist 3. Complete an approved HSMS Audit, ensuring: Documentation (listing) of objective and detailed supporting evidence for each audit requirement. A finding of conformity requires the Auditor to document evidence of (1) written standard and (2) sufficient corroborating evidence. A finding of non-conformity requires the Auditor to document what evidence could not be verified. Sign-off (with date) of completed audit by assigned Auditor(s) Documented evidence of Senior Management review (with date) of the completed audit.

2013Advantage Program Requirements: Resources / Tools: 5 Program Requirements: WSIB Work Re-integration (WR) Policies are available on-line at - WR Principles, Concepts & Definitions Responsibilities of the Workplace Parties in WR Determining Suitable Occupation Work Transition Plans Work Transition Expenses Relocation Expense 4. Include as part of your HSMS Audit a review of your Return-to-Work Standards against the six WSIB Work Reintegration operational policies that took effect July 15, 2011. Construction firms – the WSIB’s WR policies, with the exception of the specific provisions dealing with re-employment, apply to all workers and employers, including those in the construction industry. The WSIB’s re-employment policies applicable to the construction industry can be found on-line in the section of the Operating Policy manual. Identified RTW non-conformities are included on Continual Improvement Plan.

2013Advantage Program Requirements: Resources / Tools: 5 Program Requirements: Continual Improvement Plan Samples 5. Written HSMS Audit Continual Improvement Plan (CIP) including: CIP with detailed action points to correct all non-conformities Responsibilities assigned and timelines established for each action point CIP includes action points that are initiated in 2013 All remaining non-conformities must have CIP action points that are initiated within 6 months of the audit being completed. The action points for each non-conformity are planned to resolution. Documented evidence of Senior Management review and approval of the developed Continual Improvement Plan and any subsequent revisions to the CIP

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

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

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 Equivalency Form 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 Program Consultant by February 22, 2013 to allow processing time before the Action Plan due date of February 28, 2013.

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.

Year-end Report Checklist: All Advantage Program firms submit the following documentation attached to the Year End Report / Checklist: 1 Written Standard 20% 2 Internal Auditor training record 3 Completed an approved HSMS Audit listing the objective evidence, with Auditor(s) sign-off (with date), and documented evidence acknowledging their review Senior Management review and approval of the completed audit. 4 Detailed written Continual Improvement Plan addressing all HSMS Audit and Return to Work nonconformities, with documented evidence of Senior Management review (with date) 5 Return to Work – documented audit results of Work Reintegration (WR) Policy review 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.

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; % Audit schedule with procedure and timelines Auditor training qualifications Assignment of roles & responsibilities Continual Improvement Plan Process Internal Auditor training % Record of formal audit training for Auditor(s) HSMS Review or equivalency % 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 Work % 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

Validation Audits (cont.):
Continual Improvement Plan % All nonconformities identified by the HSMS Audit are addressed on the 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

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.

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.

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

Forms to be completed Submit Action Plan No Later Then February 21
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

2013 Advantage Program Timeline Guide *** Progress Visits ***
MEETINGS: Orientation Leadership Intro Auditor Training Meeting #3 Meeting #4 Meeting #5 Jan Feb Mar Apr May Jun July Aug Sep Oct Nov Dec 2013 *** 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

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

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.

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

A.1 Management Commitment Standard
Evidence/Notes Conformity Non-conformity A.1.1 The employer establishes, implements and maintains a documented HSMS that meets the Accreditation for Ontario Workplaces Standard. The system supports a strong internal responsibility system. A.1.2 The employer: ensures that the workplace parties, including workers, supervisors and managers, have the time, resources and competency to implement the HSMS and to achieve its policy, objectives and targets makes health and safety an organizational priority similar to other priorities and integrates the management system into all aspects of the organization, and promotes participation of, and seeks feedback from, all workplace parties in developing and implementing and maintaining the HSMS, and recognizes the value of these contributions. A.1.3 Senior management: actively promotes and participates in the HSMS, and assigns a senior management representative the overall responsibility for implementing and maintaining the HSMS. Promotes health and safety in the community

A.2 Health & Safety Policy Statement Standard
Evidence/Notes Conformity Non-conformity A.2.1 The employer has a written health and safety policy statement that is specific to the organization. A.2.2 The policy: is dated and signed by the most senior accountable person on site includes a general statement of health and safety responsibilities and commitment of all workplace parties specifies commitment to achieve compliance with legal requirements, and specifies the commitment of the employer to health and safety and the protection of workers specifies a commitment to continual improvement. A.3 Legal Requirements Standard Evidence/Notes Conformity Non-conformity A.3.1 The employer establishes and implements a process that: identifies all applicable legal requirements incorporates legal requirements into the health and safety management system evaluates that legal requirements are consistently met Note: Other requirements include Canadian Standards Association standards, Ministry of Labour Guidelines etc)

Safety Groups Validation Audits for firms in Years 1-5
Carmela Coffa Shelley Wall

Agenda Background Pre-Audit Process
On Site : Discussion Before Start of Audit Audit Process SG Program Requirement and Validation Audit Evidence for the five steps Maintenance Program Requirement and Validation Evidence Workplace Interviews and Tour Scoring Forms

Background Sponsor coaches firms and ensures firms meet SG program requirements Audit process focuses on 2012 Year End Achievement report and the elements reported as complete as this represents 75% of the score Maintenance Reports are then reviewed and account for max. 25% of validation score Firms are expected to implement standards based on minimum requirements in SG Employer Guidelines , communicate , train, evaluate and acknowledge success and make improvements for each standard/element

Pre-Audit Process Sponsor notified by email from SG Consultant
SG Consultant contacts firm by phone or . (Will make contact with person noted on the Year End Achievement Report) Advise firm that the audit may take up to half a day and includes : Review of documentation Interviews Plant/site tour SG Consultant will bring a copy of the firm’s 2012 Year End & Maintenance Reports, the Employer Guidelines and audit template to each audit

On Site Audit: SG Consultant to review with firm at start of audit.
Review audit template that is used by all SG consultants. Explain scoring, noting each element requires the verification of documentation for each of the 5 steps for each element; no part marks for incomplete element. Score is provided after documentation review, interviews and site tour. 60 % is a pass = eligible for group share of rebate In case of failure, firm is advised that sponsor will be contacted ASAP by SG Consultant to provide details. Copy of audit template completed with our notes/comments, to be signed, scored, copied and provided to firm prior to leaving premises. Letter summarizing audit score and results to be ed to firm and sponsor copied.

The Five Steps

The Audit Process : Step 1 Set Standards
SG Program Requirement : Page 11 of SG Guidelines Written Statements outlining expectations, policies, procedures and workplace rules for health and safety. Each program element must have a standard that tells everyone in the workplace what to do, how to do it and when. Validation Audit Evidence : Compare their standard against program element requirements as noted in Employer Guidelines Check that standard is dated/revised/reviewed in 2012 Review any specific company expectations set out in their standard; firms must meet the legislated requirements and their own company expectations Verify implementation of their standard i.e. regular workplace inspections meeting the legislative minimum requirements & documentation of the workplace inspections

The Audit Process: Step 2 Communication
SG Program Requirement: Page 13 of SG Guidelines Ensuring that ALL appropriate people have a clear understanding of what is expected of them as employees and what they can expect from others regarding health and safety ALL communication must be completed by December 31st 2012 Validation Audit Evidence Documentation of: Ensure communication was conducted in 2012 either by ; Meeting minutes Memos Safety talk agenda and minutes Bulletin board, postings (i.e. H&S Policy) Paystuffer, newsletter

The Audit Process: Step 3 Training
SG Program Requirement : Pages of SG Guidelines Management, supervisors and workers ALL attain the knowledge and skills appropriate for the jobs. For each element, it must be determined who needs what skills and knowledge and how will the training be delivered. ALL training must be completed and/or verified by December 31st 2012 Validation Audit Evidence Documentation of: Review training records including sign off sheets and/or certificates required for each element to ensure ALL appropriate staff have completed the training in 2012 Examples of training delivery Orientation training Classroom Training sessions Demonstrations by supervisors Observing another co-worker (mentoring or buddy system) Safety talks

The Audit Process: Step 4 Evaluation
SG Program Requirements: Page of SG Guidelines Evaluation makes sure the firm is carrying out the standard, the element is properly communicated and effective training has taken place. Checks for up to date standards and if the workplace is following the standard. An evaluation plan may be completed by March 30, 2013. Validation Audit Evidence Documentation of : Analysis of observations/inspections/plant or job-site audits Survey of employees/supervisors – interviews or questionnaire summarizing results Quizzes of employees / supervisors – summarizing results and action planning Statistical review & analysis - i.e. WSIB information Review and analysis by JHSC (minutes) Management review and analysis Third party assessment and analysis Completion of evaluation plan by March 30, 2013

The Audit Process Step 5 Make Improvements and Acknowledge Success
SG Program Requirement: Page 18 SG Guidelines Based on results of evaluation, firm to look for opportunities for improvement and create a documented plan or recommendations to implement changes Recognize everyone who contributed to successful incident prevention activities by meeting and surpassing company standards Validation Audit Evidence Documentation of: Review action plan addressing the gaps identified in their evaluation Review documentation of either: performance evaluations letter/memo from president, health & safety awards, public recognition for JHSC and/or employees, staff meeting, banquet etc, newsletter article, bulletin board display

The Audit Process: Maintenance of Elements
SG Program Requirements: Pages of SG Guidelines Purpose is to continually improve the H&S management system Firms need to reassess/audit the Five Steps of previous elements Reviewing the elements or standards and asking for feedback from employees involves them in the health and safety program and their commitment to participate. Validation Audit Evidence Documentation of: Firm is required to provide documents that demonstrate how the organization has : annually reviewed previous elements & evaluated previous elements, when, by whom and action taken ie. Identifying re-communication and/or training needs

Workplace Interviews and Tour
Purpose is to verify employee’s and/or supervisor’s understanding of elements audited Random selection of persons to interview for brief one on one discussion (without management present) No documentation of persons interview. Reference to department or area only Sample Questions per element/standards available as a resource Verify evidence noted from document review ie:H&S board postings, JHSC meeting minutes, workplace inspections, pre-start inspections for forklifts, first aid log book and/or first aid certificates posted.

Audit Validation Scoring

Audit Validation Scoring (cont.)
Maintenance Elements 1st year in SG Program No maintenance 2nd year in SG each element worth 5 % 3rd year each element worth 2.5% 4th year each element worth 1.67% 5th year each element worth 1.25% Maximum Maintenance Score is 25%

Year End Achievement Report 2012 Pg 65

Year End Maintenance Report 2011 - 2003 pg 67

Safety Group Advantage Program Validation Audit Process
Ian Morris WSIB Safety Group Program Consultant January 25, 2013

Stages of SGAP Audits Stage 1 - Desk Audit Stage 2 - Site Audit
Document and Record Review All SGAP Firms Stage 2 - Site Audit Verification of SGAP Employer Requirements Up to 10% of SGAP participants per Safety Group Audit Closing

Stage 1 - Desk Audit Every SGAP firm
Firms required to submit supporting documentation for each of the 5 SGAP Employer Requirements Supporting documentation audited against the 5 SGAP Employer Requirements: Written Standard – 20% Auditor Training – 20% Completed Audit - 20% WR Policy Review – 20% Continual Improvement Plan – 20% Provides self reported year-end score

Desk Audit Written Standard for HSMS Audit Program: Auditor Training:
2012 date on standard (originating/review/revise) Reference to audit schedule timeline (at least annually) and procedures Reference to Auditor training qualifications Assignment of roles and responsibilities Reference to continual improvement plan process Auditor Training: Record of Auditor(s) training Date of training does not need to be 2012 Cross-reference with HSMS Audit Review Form document : do names match 3rd Party Auditor? – training verification is applicable

Desk Audit 3) HSMS Audit: 4) Return to Work:
An approved HSMS Audit is complete in its entirety Supporting evidence (min. 2 sources) for each requirement Findings/Conclusions of conformance for each requirement Auditor(s) sign-off with date (cross reference to training record) Documented evidence of Senior Management Review of completed audit 4) Return to Work: As part of the HSMS Audit a documented review of RTW Standards against WSIB WR Policies

Each requirement worth 20 points: 5 X 20 = 100
Desk Audit 5) Continual Improvement Plan: Written Continual Improvement Plan Action Items addressing ALL non-conformities – including RTW non-conformities At least one action item scheduled to be initiated in 2012 Responsibilities assigned and timelines established Documented evidence of Senior Management Review of the developed Continual Improvement Plan ______________________________________________________________________________ Each requirement worth 20 points: 5 X 20 = 100

Site Audit Up to 10% of SGAP firms per Safety Group
Same notification process as with SG firms Date/time of site audit pre-arranged with firm Sponsors welcome to attend as observer Conducted by WSIB Completion of the 5 SGAP Employer Requirements are verified based on a sampling of -documents/records/observations/interviews

Site Audit Written Standard for HSMS Audit Program: Auditor Training:
Verified during Desk Audit May ask to see Standard within context of H&S Manual Auditor Training: May ask to interview Auditor(s)

Site Audit 3) HSMS Audit:
Desk Audit verified the firm completed an approved HSMS Review Audit We do not redo the HSMS Review Audit during our Site Audit By sampling sections of the selected HSMS Review Audit we verify: the listed evidence is available for review and/or confirmation the audit finding can be supported by the listed evidence may ask to see additional evidence

Site Audit HSMS Audit: Sign-off of Auditor(s) with date
may ask to speak with Auditor(s) Documented evidence of Senior Management Review of completed audit may ask to speak with Senior Manager

Site Audit Return to Work:
Verify documented review of Company RTW Standards against the 6 WSIB Work Reintegration policies Part of the HSMS Audit, therefore, same Validation Audit process applied the listed evidence is available for review and/or confirmation, and the audit finding can be supported by the listed evidence may ask to see additional evidence

Site Audit Continual Improvement Plan: Subsequent to the Desk Audit –
Verify status of action item(s) initiated in 2012 Verify on-going status of remaining action items May ask to interview individuals with assigned responsibilities Verify if timelines are being followed

Site Audit Audit Closing: Review validation audit findings with firm
may include opportunities for improvement Verify validation audit score with firm Answer any questions from the firm Firm acknowledges review and discussion of audit notes by signature Copy of validation audit notes provided to firm Advise firm a formal audit letter will be sent within 4 weeks Audit concluded.

For successful program implementation
2013 Rebate Formula GROUP REBATE Achievement Performance 6% Max. up to 4% up to 1% up to 1% = + + For successful program implementation For improvements to LTI frequency rate For improvements to severity rate *Based on Group premiums paid Frequency & Severity improvement must exceed preset performance threshold. Achievement score is subject to a performance improvement threshold of 0.5/2 or rebate reduced by half. Performance calculated by comparing the two most recent years with two prior years. An employer with a traumatic fatality in the program year will be disqualified from the Safety Group rebate.

Questions & Discussion

Winter Safety Blitzes Target Workplace Hazards
Inspectors from the Ministry of Labour will visit: Industrial and construction workplaces to check for slips, trips and falls hazards in February and March The blitzes will: Raise awareness of health and safety in the workplace Prevent injuries and illnesses that could arise from unsafe work practices Check that workplaces are complying with the law During blitzes, inspectors will check on the condition and maintenance of safety equipment, worker training, the use of safety equipment and other potential health and safety hazards to help prevent workplace injuries. Quick Facts Since 2008, ministry inspectors have conducted more than 345,000 field visits, 47 inspection blitzes and issued more than 560,000 compliance orders in Ontario workplaces.

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