1. 07.01.2011 LOSS PREVENTION PROGRAM Presented by FARA Risk Control Services on behalf of ORM

2. LOSS PREVENTION  FARA, who we are?  How to contact us? www.laorm.com To Request Help from Loss Prevention Experts, call (800) 215-3272 ext. 232 or email us: laorm.lp@fara.comlaorm.lp@fara.com

3. LOSS PREVENTION continued... What we do:  Conduct Audits & Compliance Reviews  Facility Walkthroughs  Accident/Incident Investigations  Building Appraisals  Assist in Inspections  Ongoing Consultations  Offer LP Coordinator Training

4. REQUIREMENTS Louisiana Revised Statute (LRS) Title 39, Sections 1543-1544 These legal mandates require your agency to develop and implement its own Loss Prevention Plan in conformity with the ORM’s general safety plan

5. LOSS PREVENTION PROGRAM  General Safety Program  Driver Safety Program  Bonds, Crime, and Property  Equipment Management Program  Water Vessel Program  Flight Operations Program

6. GENERAL SAFETY PROGRAM

7. COMPONENTS 1. Management Policy Statement 2. Assignment of Responsibilities 3. Safety Rules 4. Safety Meetings 5. Training 6. Safety Committees 7. Procedures for Inspection

8. 8. Procedures for Incident/Accident Investigation 9. Job Safety Analysis (JSA) 10. Record Keeping 11. Blood Borne Pathogens 12. First Aid 13. Emergency Preparedness Program 14. Hazardous Materials COMPONENTS continued...

9. CLASS “A” AGENCY  Class A agencies shall conduct and document safety meetings, safety committee meetings (if applicable), and inspections on a monthly basis

10. CLASS “B” AGENCY  Class B agencies shall conduct and document safety meetings, safety committee meetings (if applicable), and inspections on a quarterly basis

11. MANAGEMENT POLICY STATEMENT What constitutes a statement? Who initiates a statement and what are its expectations? Responsibilities?

12. ASSIGNMENT OF RESPONSIBILITIES  Delineation of duties  Accountability  Provided to employees  Written

13. DEPARTMENT/ AGENCY HEAD  FULL responsibility for, and implementation of, Safety Program  Authorizes necessary expenditures  Approves safety policies  Participates in the safety program

14. DEPARTMENT LOSS PREVENTION COORDINATOR  Has FULL responsibility for the overall safety program  Has direct access to Department Secretary  Communicates with all safety officers  Demonstrates leadership to safety officers  Provides help and support in development of agency programs and policies

15. FIELD/AGENCY LOSS PREVENTION REP.  Responsible for the implementation of the departmental/agency loss prevention program  Should have direct access to the Departmental Loss Prevention Coordinator and Agency Head

16. MAINTENANCE DEPARTMENT  Works with safety committee and others  Executes work orders  Maintains and repairs safety equipment, guards, and appliances  Maintains a regular maintenance schedule and keeps records  Conducts regularly scheduled inspections

17. SUPERVISOR / FOREMAN  Inspects work area  Trains employees to work safely  Obtains prompt first aid  Reports and investigates accidents  Corrects unsafe conditions and acts  Serves on safety committee  Holds safety meetings  Discusses safety with employees

18. EMPLOYEE  Works in accordance with accepted safety practices  Reports unsafe conditions and practices  Observes safety rules and regulations  Makes safety suggestions  Serves on safety committees

19. SAFETY RULES  Written general safety rules (and site/task specific, if applicable)  Easily understood and enforceable  Annually distributed, reviewed and documented  Written copy provided to all employees

20. SAFETY MEETINGS  Frequency  Meeting vs. Training  Effectiveness  Attendance  Available for audits

21. SAFETY TRAINING Mandatory topics:  Sexual Harassment  Drug-Free Workplace Other necessary training

22. PROCEDURES FOR INSPECTION  Purpose  Frequency Class A/Class B

23. WRITTEN INSPECTION PLAN  Housekeeping safety rules  Inspection procedures for facility/location  Written inspection report/checklist: Building safety Electrical safety Emergency equipment Fire safety Office safety Storage methods

26. HAZARD REPORTING Must include:  Hazard Control Log or other acceptable means  Method for employees to notify management  Method for repairs or corrective actions

27. PROCEDURES FOR ACCIDENT / INCIDENT INVESTIGATION  Prevent recurrence of accidents/incidents  100% completion of all applicable forms

28. ACCIDENT / INCIDENT FORMS  DA2000 (for employees) Do NOT use the DA2000 for vehicular accidents  DA3000 (for visitors/clients)  Property concerns

29. COMPLIANCE  Written accident/incident investigation procedures  Responsibilities  Documentation

30. GUIDELINES  Conduct an investigation For all reported accidents & incidents  When an accident/incident occurs: Thoroughly investigate Determine cause Determine contributing factors Compile information Prepare the report

31. JSAs shall be developed for accident/incident trends, death, or a change in a job procedure or equipment JOB SAFETY ANALYSIS (JSA)

32. JSA’s continued...  Job Safety Analyses should be reviewed in the accident investigation process  JSAs should be maintained, made available and accessible in the work area  Employees should have documented annual training

33. RECORDKEEPING FOR AUDIT/TRAINING PURPOSES Shall retain for 1 year:  Inspection reports  Hazard control log/similar reporting form  JSA training records  Incident/Accident investigations  Safety meetings  BBP (High Risk) Shall retain for 5 years:  BBP (Low Risk)  Drug-Free Workplace  Sexual Harassment

34. BLOOD BORNE PATHOGENS  5 COMPONENTS OF A BBP PROGRAM: Exposure Determination Methods of Compliance Work Practice Controls Training Medical Evaluation for Affected Employees

35. BLOOD BORNE PATHOGENS continued...  Training High risk – within 90 days of hire and annually thereafter Low risk – within 90 days of hire and every 5 years thereafter retraining is required for all low risk employees involved in a BBP EXPOSURE EVENT. Procedures for spills and spill kits must be available, maintained, and stocked

36. FIRST AID  Written program that addresses the needs of employees and visitors  All agencies shall have a first aid kit  First aid attendant recommended when: Night shifts or minimal/partial crews When surrounding medical facilities are closed When field/remote crews are not in close proximity of medical facilities

37. EMERGENCY PREPAREDNESS PROGRAM Written plan should address:  Fire (documented annual drills)  Natural Disasters  Proximity Threats  Terrorism  Violence in the Workplace

38. HAZARDOUS MATERIALS  Must conduct a documented “site assessment”  If HM are present, must have a written site specific HM program

39. HAZARDOUS MATERIALS continued...  Must be handled, stored, and disposed of properly  MSDS must be available  Proper PPE must be available  Lab Hoods must be available where appropriate

40. TRAINING  HAZCOM  Material Safety Data Sheet (MSDS)  Personal Protective Equipment (PPE)  Lab Safety  Lab Hoods

41. DRIVER SAFETY PROGRAM

42. DRIVER SAFETY  A written program is required and shall cover: Procedures for enrolling and identifying employees permitted to drive on state business Procedures/definition for identifying high risk drivers Driver training Disciplinary action for high risk drivers Claims reporting Accident investigation Definition of a state vehicle Roles and responsibilities of managers, supervisors, and employees

43. DEFINITIONS  Vehicular Accident  Authorized driver  High Risk Driver  State Vehicle

44. AUTHORIZING DRIVERS  Enroll employee in training within 90 days  Complete DA2054  Annually run, review, and attach ODR to DA 2054  Agency head or designee signs/dates DA 2054 to authorize employee  Employee trained every 3 years thereafter  Signed/dated “authorized (or unauthorized) drivers list”

45. REPORTING REQUIREMENTS  Accidents reported same day  DA 2041 completed and submitted to ORM Transportation Claims within 48 hours—Do not complete DA 2000  Employees must self-report all moving violations no later than the next scheduled work day

46. INSPECTION/REPAIRS OF STATE OWNED VEHICLES  Must complete monthly inspection checklist for each vehicle  Document corrective action  Preventive maintenance must be performed and documented

47. BONDS, CRIME AND PROPERTY PROGRAM

48. BONDS, CRIME, & PROPERTY  Program covers two key areas  Which agencies must participate?

49. WRITTEN PROGRAM Written program shall address:  Managing assets/fiscal internal controls  Training  Internal Audits  Responding to internal and/or legislative audits  Investigation/reporting losses/damages  Responsibility/accountability of employees  Security  Key Control

50. SECURITY Written policy shall address:  Limited, controlled access for authorized individuals to buildings 24 hours a day, seven days a week  Monitoring/controlling visitor access  Securing all entrances & exits, both day & night  Limiting access to data on personal computers

51. KEY CONTROL Written policy shall include:  Key/card log  Procedures to change locks/codes  Employee responsibilities  Methods for issuing, returning, & accounting for lost/stolen keys/cards  Procedures for handling keys/cards

52. WRITTEN PROCEDURES Written procedures must address the following:  Separation of duties  Controlling inventories (including disposal)  Purchasing  Reporting & investigating losses/damages  Timely reporting to ORM Claims Unit  Handling of negotiable items  Securing vaults/safes  Assigning individual to monitor/update program

53. EQUIPMENT MANAGEMENT PROGRAM

54. COMPONENTS  Responsibilities  Specific Inventory  Preventive Maintenance Procedures  Preventive Maintenance Schedule

55. COMPONENTS continued...  Testing Procedures  Documentation  Training

56. RECORDKEEPING  Records are maintained for life of equipment  Typewritten or computer- generated

57. PERSONAL PROTECTIVE EQUIPMENT (PPE) Written procedures must address the procurement, use, maintenance, and disposal of PPE for the following:  Head  Face  Eyes  Ears  Torso  Extremities  Hands  Feet  Respiratory System

58. PPE  Workplace Assessment  Identify Appropriate PPE  Training

59. WORK ORDER SYSTEM Written work order procedures shall cover:  Scheduled PM and/or Repairs Reported Problems Emergency Problems

60. LOCKOUT/TAGOUT (LO/TO)  Agency Personnel vs. Contractors  Training of Employees  Appropriate LO/TO Devices

61. BOILERS  Must be Inspected as per jurisdictional requirements  Current Inspection Certificates Posted At/Near Equipment  Inspection Deficiencies Must be Corrected & Documented

62. ELEVATORS  Inspected Semi-Annually  Code Violations Corrected & Documented  Certificates Available  Fire Service Key

63. CONFINED SPACE  Assessment  Permit vs. Non-permit spaces  Contract vs. In-house

64. CONFINED SPACE continued...  Goal  Training Equipment PPE Rescue Environmental Testing Permits (if applicable)

65. STATE PREVENTIVE MAINTENANCE FUNDS To be eligible, an agency must have a:  written PM program  statement from Department/Agency Head or financial officer  copy of bids for repair/replacement  letter from LPO stating agency passed its equipment management audit

66. WATER VESSEL PROGRAM

67. COMPONENTS OF WRITTEN PROGRAM  Responsibilities  Enrolling employees  Definition of high-risk operators

68. COMPONENTS continued...  Operator training  Disciplinary action  Claims reporting  Accident investigation  Definition of State water vessels

69. DEFINITIONS  High-Risk Operator  Water Vessel  State-owned/leased/hired vessel

70. INSPECTIONS/REPAIRS Written checklist must include: Fire extinguishers Personal flotation devices Sound signaling devices Flares Damage to the vessel Communication devices Lighting Trailers

71. ACCIDENT REPORTING  Form DWF-BIR-010-OP Obtain from Dept. of Wildlife & Fisheries for all non-commercial vessels  Form CG-2692 Obtain from Coast Guard for Commercial vessels

72. CLAIMS  Claims reporting

73. FLIGHT OPERATIONS PROGRAM

74. COMPONENTS  Responsibilities  Training  Accident analysis  Definition of an accident  When to report an accident  How to report an accident

75. FAA Pilots flying for the State of Louisiana must comply with all procedures established by the Federal Aviation Administration (FAA)

76. ACCIDENT REPORTING  In addition to FAA forms, the pilot will complete the ORM Aircraft Incident/Accident Report (if pilot is unable, then supervisor must complete)  Must be submitted to the Transportation Unit within 48 hours  If injury or property damage is evident, contact Claims ASAP at 225-219-0168

77. THE END!