th
28
Annual Safety
Excellence Award
Orientation Training
January 22, 2015
Overview
• Since 1988 HBR has sponsored this program recognizing
contractor companies that have demonstrated outstanding
performance in safety, health and environmental.
• The purpose of the award process is for participants to learn
through observing and sharing of best practices.
• The awards process involves review of company programs
and data to select finalists, followed by comprehensive site
audits by teams of volunteers from HBR’s member and
subscriber companies.
• As a result Houston area contractors are leading the nation
in safety performance.
• This program concludes with an annual awards banquet and
a seminar where winners share their best safety practices.
th
28
Annual Safety Award
• 170 Site Nominations
• 98 Eligible Companies Nominated
• 28 Companies Qualify for Newcomer
• Have not be nominated in the past 3
years or this is the first nomination.
• Winner is chosen by the progress in
the process.
Award Schedule
Request for Nominations
October 31
Nomination Deadline
January 5, 2015
Submission Request
January 6
Safety Award Orientation Workshop
• Solicit Audit Team Members
January 22
Submission Deadline
February 2
Audit Team Leader Training
Mentor Training
Establish Audit Teams
Finalist Selection Workshop
February 3
Award Schedule
Tailgating Party
February 6
Field Audit Preparation Training
February 11
Field Audits
February 11 – April 10
Selection of Category Winners
April 13
Award Banquet
• Moody Gardens - Galveston
Friday – May 15
Best Practices Seminar
June 18
What’s New for 2015
•
•
•
•
Grading scale has been redefined
The Initial submission forms have been streamlined
Revised Category Descriptions
Added “Environmental” as a separate Specialties
Category
• Added additional items to field audit
• Added an agenda for the field audit
• Workforce development section has been added to the
initial submission
NOMINEE INFORMATION
SUBMITTAL
Presented by: Daryl Bladt, Univar USA
How to Submit
To be considered for the award you must submit:
• 2015 Contractors Safety Information Sheet (Printed)
• 2015 Safety Award Initial Evaluation Form (Printed)
• Support documentation as listed on the 2nd page of 2015
Safety Award Initial Evaluation Form (Hard copy or
electronic)
• The information must completed and turned in by 4:00
p.m. Monday, February 2, 2015. No exceptions.
2015 Contractor Safety Information Sheet
 Five Sections
1. Nominated By/ Type of
Work Performed
2. Company Information
3. Category
4. Company Description
5. OSHA Information
Section 1 – Nominated by
• Fill one form for each site that has nominated your
company
• List the type of work performed at the nominating site.
This information will be used to determine category.
Section 2 – Contact Information
• Please include the name of the company as you would like to
be on all awards and publications.
• The person identified as contact should be someone familiar
with your company’s programs and the information submitted
and should be available to answer questions.
• All information concerning the safety award process will be
sent to this contact.
Section 3 - Category
• Check the category that fits the type of work that your
company does.
• Large or Small will be determined by the total number
of company man-hours
Section 4 – Company Description
• This needs to be a good description of the work and
services your company performs.
• It should answer the question “Who are they and what
do they do?”
• This description will be used in the magazine to describe
your company.
Section 5 – OSHA Information
• Please complete both section .
• Nominated Worksite
• Total Company (All work in the US)
2015 Safety Award Initial
Evaluation Form
• The new form was reduced from 4 pages
to 2 pages.
Three Sections
• General Information
• Safety, Health & Environmental
Performance
• Information Submittal
Section 1 – General
Information
• Double check all information and ensure that it’s all
correct.
• The person listed as contact should be someone
knowledgeable about your company’s programs.
Section 2 – Safety, Health &
Environmental Performance
Section 2 – Safety, Health &
Environmental Performance
Section 3 – Information Submittal
Conclusion
• Fill out and print a Contractor Information Sheet for
each project site that nominates you.
• Complete and print the 2-Page Safety Award Initial
Form
• Submit copies of the checked items via Hard Copies or
Electronic Copies (Disk/Zip drive)
• Don’t forget to include your company’s Best Practices
• We will not accept submissions via email or faxes.
• Make sure all the content is organized and well
identified.
• If you submit electronically, the program used should be
a common program and all links work.
Conclusion
• Keep in mind that the information submitted is the
ONLY information the Audit Team Leader has to
evaluate your company. Your submission represents
your company.
• If a program is not there, it will be a Zero.
• Please submit more than one Best Practice.
• Make sure you don’t have any missing information.
• Please use a mentor to help you with your initial
submission. There are no second chances to submit.
• If you want your submission after the evaluation is
complete, please let HBR know.
Where to Submit
Please submit your submission package via mail or hand
deliver.
Houston Business Roundtable
5213 Center Street
Pasadena, TX77505
It must be submitted by 4:00 p.m. Monday, February 2,
2015
NO EXCEPTIONS!!
Questions
AUDIT SELECTION
PROCESS
Jay Tracy, Dow Chemical
2015 Initial Evaluation Scoresheet
• This is the form used by Audit
team Leaders to evaluate nominee
submissions .
2015 Initial Evaluation Scoresheet
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
Fatalities
OSHA Incident Rate for Lost Work Day Cases
OSHA Incident Rate for Total Recordable Injuries and Illnesses
Industrial Hygiene Program
Safety, Health & Environmental Program
Hazard Communication Program
Emergency Preparedness Program
Heat Stress Prevention Program
Short Service Employee Program
Environmental Program
Behavioral Based Safety Program
Accidental/Incident Investigation Procedure
Self Audit
Orientation and Training Program
Written Employee Workforce Development Policy/Procedures
Best Practices
Year to Year Improvement
New Grading Scale
• 4 - Excellent = Sound, systematic process or effort; and/or well integrated,
sustained results, and well documented, world class
•
3 - Good = Sound, systematic process or effort; and/or well integrated into
all functions/areas, and well documented
•
2 - Acceptable = Fairly sound, systematic process or effort; and/or in place
for a while, and well documented
•
1 - Minimal = Beginnings of a systematic process or effort; and/or in place
for short time, and limited documentation
•
0 - Not acceptable/No Program = No system, process; and/or
documentation, and/or does not comply, and/or does not correspond with
Questionnaire
Section 1 - Fatalities
• Score up to 200 Points.
• This weighs heavily on the all scoring
Section 2–OSHA Lost Workday
Cases
• Score up to 150 Points
Section 3 – OSHA TRR
• Score up to 150 Points
Total Points
• Each remaining Sections are 80 points each.
• All subtotal values are added together for a maximum Total
Performance index of 1620.
• A contractor is given a total score and the top 4 scores in each
category advances to the next level of a field audit.
Questions
FINALIST PREPARATION
Bill Shaw, Evergreen Industrial
Finalist Preparation






Scheduling an Audit
What is done to start an Audit at a location?
What does the Audit team need?
Format of the Audit
Closing Conference
Other points
Scheduling the Audit
• Consult with your company management and select
good dates. Please be flexible in the dates.
• Usually audit begin at 8:00 a.m.
• Pick an audit location from the sites that nominated
your company.
• Don’t wait until the last minute to schedule an audit.
• End of the month or Last audits doesn’t always win.
How to Start Audit
• Get a List of Auditors from the Audit Team Leader.
• Contact the site where your audit will be conducted and find
out what the requirements are to bring the team into the
facilities (Security clearance and safety orientation, etc.)
How to Start Audit at a Location?
• Establish a Location for the Team to Meet
• Set up a Time for the Team to Meet
• Provide a safe means of Transportation
What Does the Audit Team Need?
•
•
•
•
Map to the Facility (Address)
Good Direction (Easy to Follow)
Directions on Where to Park
Contact Name and Information of a Company
Representative in case of someone gets lost or need
help
Personal Protective Equipment
(PPE)
• Let the audit team leader know in advance what PPE is
required for the site being audited.
• Have additional site specific
PPC (Ex. Escape Respirators,
H2S Monitors, Phosgene
Badges, Etc.
Meeting Room
•
•
•
•
Temperature Controlled
Restroom Facilities
Comfortable Seating
Company Representative readily available
Refreshments
•
•
•
•
Breakfast Foods
Snacks
Drinks
Lunch
Audit Team Does NOT Need
Do NOT Expose the Team to:
 Respirator Areas
 Hazardous Areas
 Confined Space
 Lockout/Tagout
Sample Audit Agenda
8:00 – 8:05
Audit Team Leader Introduction
8:05 – 8:30
Contractor Opening Presentation
8:30 – 9:00
Audit team Organizing
9:00 – 11:00
Field Audit/Written Documentation Review
11:00 – 12:00
Lunch
12:00 – 1:30
Audit Team Wrap Up
1:30 – 2:00
Closing Conference with Contractor Feedback Session
Opening Conference
• Brief presentation addressing your company’s highlights
and achievements
• Management should be present to show their
commitment to safety
• Customer support is also needed.
Field Audit/Written Documentation
Documentation Review
• Be Organized
• Follow the format of the audit
• Provide Supporting data
• Have Company representation readily available
Field Review
• Various Crews/work activities
• Several Employees
• Transportation
Allow the Auditors time to Talk
with the Employee
Let the Employees know why the
Auditors are visiting
• Recognizing them for their excellent safety performance
Closing Conference
• Allow the audit team time to meet once
the audit has been completed to gather
their notes for final scoring.
• Audit team will then meet with Company
representative and discuss the Audit
findings (Highlight positives and address
any opportunities to improve)
• Allocate 30 minutes.
Questions
Mentoring Program
Larry McElroy, The Brock Group
Program Overview
• 2014 HBR Award Winners
• Highest Honor a Company Can Achieve
• Mentors are not eligible for 2015 Award
• Special Recognition during HBR Awards
Ceremony
• Advise and assist through the safety award
Process
• Assigned to Mentor Contractors outside of own
category
• Also Co-chair and audit in separate category
Purpose
Build Upon the HBR Mission
• To develop, share and promote best
practices that improve industry
performance in areas of safety, health,
environment, workforce skills, work
quality, productivity and costs.
Meetings
• HBR Host January 22 Orientation
• All mentor contact information is provided
• Contractors may contact any mentor they feel
comfortable talking to.
• On February 3rd – Finalist will be assigned mentor. Mentor
will call/email and offer assistance.
• HBR Host February 11 – Finalist Preparation
• All the mentors will be present to give help on field audit
preparation and audit forms.
• All finalist will be invited.
• All information is kept strictly confidential.
• Mentors are a great resource and contractors must want their
help.
Introductions
ICS, Inc. - General Contractor Small
Zachry Industrial, Inc. - General Contractor Large
JV Industrial Companies, Ltd – Hard Crafts Large
First Vehicle Services - Hard Crafts Medium
Plant Performance Services LLC - Hard Crafts Small
Univar USA, Inc.-ChemCare Houston - Soft Crafts Large
Munoz Enterprises, Inc.– Soft Crafts Small
HMT Tank Services, Inc. – Technical Support Large
Furmanite Technical Solutions - Technical Support Small
Bay Ltd. - Crane & Rigging Support
Questions
Audit Team Member
Duties
Brad Gibson, S&B Engineers
Audit Team Leader Contact You
 The Audit Team Leader will contact the audit
team members and inform them of the:




Companies to be audited.
Timing of the scheduled audit.
Directions to the audit (furnish map).
Training and PPE needed to complete the audit.
Audit
• The Audit will start with an opening
conference with the management
and supervision of the finalist
company (this may include owner
company management).
Field Audit
 Following each item on the audit form
interview workers in the field and ask about:
• Knowledge of the programs.
• Involvement in the programs.
• Training they have completed.
 Give input to the audit team leader when
the team meets to complete the “master
score sheet”.
Document Audit
 Review each item on the audit form and score
the item according to the scoring criteria.
 Identify and verify “best practices”.
 Give input to the audit team leader while the
team meets to complete the “master score
sheet”.
Scoring
 Audit team members will
participate in the grading
process.
 Individual items on the
audit form will be graded
using a scale of 0 to 3.
Team Conference
 After completing both the field and the
documentation portions of the audit:
 Audit team meets in private
 Member will participate in giving input to the
audit team leader who will score a master audit
form using input from both the field and
documentation teams.
 Identify and document any strengths and areas
of potential improvement identified during the
audit.
 Members will participate in a
closing
conference
and
specifically identify those
strengths and areas of
potential improvement noted.
 After completing audits of
all of the finalists, the audit
team leader will calculate
the master score sheets
and inform HBR of the
status of the companies
audited.
 All audited companies will be receive “silver level”
recognition unless major issues are recognized.
 Gold signifies that many elements of their program,
both field and documentation, exceed the
minimum requirements including those best
practices that have been identified.
 More than one Contractor may be ranked at each
level.
 One “Best in Category” will be identified in each
category.
Why Should I be a Auditor?
• Benefits to Auditors and their Companies
• Expand knowledge of Safety Processes of other
Contractor and Client Companies.
• Capture new ideas and approaches for managing
Safety and Health Program.
• Learn how other companies prepare and conduct their
HBR audits.
• Meet new contacts/resources for networking.
Questions
Conclusion
• Contact your Mentor to help you with submission.
• Submissions are due no later than February 2, 2015 at
4:00 p.m.
• It should include: Printed Information Sheet(s) Printed
Initial Evaluation Form and supporting documentation
either printed or electronically.
• Join us Friday, February 6th for Tailgating and Finalist
Announcement.
• Join an audit team.