STEP 4 – EVALUATION
“Are we doing what we said we would do?”
5-Steps to Managing Health & Safety
Acknowledge Success &
Make Improvements
1
5
Written Standard
Evaluate
2
4
Communication
3
Training
Evaluation - What does this mean?
1. Verifying that the company’s standards are still
current and up-to-date to both:
– Legislation and
– Company business practices
2. Verifying that what is actually being done in the
workplace meets the standards and company rules
established in Setting Standards (Step 1).
“Is the workplace doing what it said that it would
do?”
WHY DO EVALUATION?
Benefits of Evaluation
• Assess implementation of your element
• Assess what’s working & what’s not working
–Identify “gaps” in your health & safety program
• Address workplace culture issues i.e. employee
participation, supervisor support, functional JHSC
• Record review opportunity re: standards,
communication & training
• Review accident/incident/near miss
• Recommend improvements to H&S Program
Evidence of Evaluation
1. ASK
2. REVIEW / ANALYZE
3. REPORT
• Collection of Data
– Consider What/Why, How, When,
& Who
– i.e. Administer a Quiz to 50
staff.
• Review or Analyze the data
collected
– Consider Who, When & How?
– i.e. Score the quiz & tabulate the
overall results and identified
gaps.
• Reporting the Results
= EVALUATION
– Consider to Who, When, How &
Where?
– i.e. Quiz results are discussed at
JHSC and minutes posted.
Negative Results
• The results of the Evaluation indicates “Negative
Results”
– For this element, “the company is not doing what the Standard
expects it to do”
• Is this still Evaluation (Step 4)?
YES!
• Negative results (or less than positive results) provide
for “Opportunities for Improvement”.
• This is the importance of EVALUATION.
Best Practices
• Write method of evaluation in Standard ( who, what,
how, where & when)
– Include benchmarks in your written standards.
– Set a schedule
• Use or Add-to existing methods for Evaluation:
– Include on JHSC agenda to review elements - Recommend
actions; Record in JHSC minutes & Post;
– Review elements at Management Meetings - Address
recommendations; Action plan to improve & Minute meetings;
– Use monthly Workplace Inspections - Complete checklist;
Action items; Action taken; post results.
– Regular worker observations - Set schedule; Ask supervisors to
keep log books/checklists; include in inspection; internal
audit.
Program Requirements
for Evaluation (Step 4)
• Document all forms of evaluation – incorporate into
existing methods
• Aim to complete Evaluation by year- end.
– If not, must complete by March of following year (prior to spot
checks starting).
• But - MUST have written plan of “how” element will be
evaluated and completed by March to put “Y” on Yearend Report
Acknowledging Success
& Making Improvements
Based on the results of your evaluation:
–
Recognize everyone who contributed to a successful
health & safety program by meeting & surpassing company
standards, for example:
•
•
•
•
Letter/memo from the president
Newsletter
Health & Safety awards or certificates
Public recognition (i.e. coffee & muffins for JOHSC and/or
employees)
• Performance Evaluations
– Accept negative evaluation results as opportunities for
improvement - develop an action plan
Step 4 - Evaluation
10 Best Practices/Examples/Samples
1. Interview/survey employees
2. Quiz
3. Scheduled workplace/site/shop inspections or tours
4. Joint Health & Safety Committee
5. Management Team Review
6. Internal audit
7. Observations
8. Checklists
9. Injury/incident statistical analysis
10.Third party review/audit
Group Workshop
1. In your group, discuss and plan how to EVALUATE the element
provided.
2. Discuss how you will show EVIDENCE / DOCUMENTATION of
the evaluation? (Remember: “ASK – REVIEW – REPORT”)
3. Discuss how you will acknowledge success or make
improvements based on your evaluations.
4. A rep from your table will be asked to share the evaluation
plan with the group, and /or identify any group challenges.
Interview/Survey Employees
1.
2.
3.
4.
Determine your objectives
Address all elements simultaneously
Identify required amount of participation
Develop list of questions relating to elements and your
objectives
5. Questions can either be asked verbally one-on-one with
staff or by handouts
SAMPLE Interview/Survey Employees
Do you know where the JHSC Yes
Where:_______________________________
Don’t know
Who do you notify if you need first aid treatment?
Yes Who____________________
Don’t know
You suffer work place injury and will be absent from
Work. List Responsibilities? ________________________
_________________________________________________
_________________________________________________
Employee Quiz
Determine your objectives
Address all elements simultaneously
 Determine participation level 100%
 (mandatory or voluntary)
 Develop questions specific to objectives
and elements
 Questions?? quiz format, multiple choice,
true/ false, fill in the blanks, etc.
SAMPLE: Quiz Examples
Is PPE checked regularly for wear or defects, and replaced immediately if
necessary?
Yes
No
Don’t know
The hazard reporting procedures allows for immediate reporting and
corrective action without waiting for the next round of regular inspections.
Yes
No
Don’t know
Is the Health & Safety Representative selected by the owner?
Yes
No
Don’t know
Scheduled Workplace/Site/Shop Inspections
or Tour
• include all 5 elements in monthly inspection
report/checklist
• ensure JHSC/representative or supervisor understands
• Ask questions of workers
• Have JHSC review results and make recommendations
• Ensure recommendations are recorded in JHSC
minutes
Joint Health & Safety Committee
• JHSC must be an active participant in the safety group
initiatives since the start of year
• Discuss at meetings/record in minutes
• Provide JHSC all pertinent information: meeting
minutes, inspection reports, injury statistics,
supervisor’s comments, training records, etc
• Discussion to identify areas of improvement for next
year and areas of success
Management Review
• Management & supervisors must be aware and involved
in safety group initiatives during the year
• Hold meetings ( quarterly updates)
• Present to management team the progress of the 5
elements and necessary documentation
• Discussion
• Areas of improvement
• Areas of success
• Next years elements
Internal Audit
• Measure organization against external standards
– Workwell Core Audit or corporate audit, CSA, other guidelines
• Use entire audit or use portions of audit that apply to
your element selection
Internal Audit
Sample Guidelines from
Workwell Core Audit:
• Early & Safe Return to Work
– Roles & responsibilities
– Contact with injured worker
– Medical monitoring and
treatment
– Provisions for modified work
– Re-integration of the worker
to regular work
– Reporting requirements to
WSIB
• Action Required with Target
Dates
– policy required: including
roles & responsibilities
Observations
• Decide who and what will be observed
• Physically observe activity being done
– lock-out/tag-out, Fork truck, Emergency Evacuation, Confined
Space
• Conducted by supervisor and/or JHSC
• Provide immediate feedback to employee
• Can be used in conjunction with annual performance
reviews
SAMPLE Observation Example
Forklift Procedures
Date:___________
Observers’ Name: _________________ Operator: __________________________
Pre-Operation Check
General Operation: operating around personnel, reversing, parking
load handling: pick-up, placement, stacking, re-stocking
loading /unloading
operational maintenance: refueling
Immediate Feedback:
Operator Comments:
Recommendations:
Checklist Format
• Identify in advance how and what will be evaluated
• Excellent resource document for year-end
documentation
Checklist
• See SAMPLE Appendix C- Evaluation Form
Safety Group Evaluation Form Initial Year or Maintenance Element
Safety Element :
____________________________________________________________________
Instructions:
1. Reviewers are to familiarize themselves with the Standard set in the Working
Instructions and determine that it is current, relevant and meets legislative
requirements.
2. Reviewers are to conduct an evaluation to see that Standard is known and
practiced in the shop.
3. Reviewers will observe practices, or interview sample employees to see that
details in the element are known, employees understand the training that they
were given, and that the work is being done according to the standard for the
element.
4. Evaluate using at least one of the following:
RTW Self-Assessment Guide
RTW Self-Assessment Guide
http://www.wsib.on.ca/wsib/wsibsite.nsf/LookupFiles/D
ownloadableFileRTWSelf_AssessmentGuide/$File/RT
WSelfAssessment.pdf
Injury/Incident Statistical Analysis
• Opportunity to measure the impact of completed
elements on the injury/incident rates in the workplace
• Consider using:
– a historical comparison against previous years
– a comparison by locations or branches within business
– a comparison to your rate group
SAMPLE Injury/Incident Statistical Analysis
90
• Analyze key indicators in your 80
workplace:
70
– Lost-time injuries
60
– No lost-time injuries
– First Aid
50
– Near misses
40
– Property Damage
30
– Duration of WSIB claims
20
10
0
2003
LTI's
2004
LTI's
2005
LTIS
1st
Qtr
3rd
Qtr
Third Party
• Corporate auditor, health & safety association, safety
group member, health & safety professional ( ergo,
hygienist)
Benefits
• Address all elements at same time
• Auditor will provide insight and recommend
improvements