Safety Groups Advantage Program 2013

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WSIB Update –Safety Groups Advantage
Program 2013
Shelley Wall
Safety Groups Program Consultant
[email protected]
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
1
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.
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
2013Advantage Program Requirements:
Resources / Tools:
•Sample of a HSMS Audit
Standard with the 5-W’s
and How
•2013 Advantage Program
Timeline Guide
5 Program Requirements:
1. 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.
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
3
2013Advantage Program Requirements:
Resources / Tools:
• WSIB Intro to Auditing
training program
5 Program Requirements:
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.
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
4
2013Advantage Program Requirements:
Resources / Tools:
5 Program Requirements:
•Pre-approved Audits listed 3. Complete an approved HSMS Audit, ensuring:
on page 4
a) Documentation (listing) of objective and
Audit Equivalency Form
detailed supporting evidence for each audit
requirement.
b) A finding of conformity requires the Auditor to
document evidence of (1) written standard and
Advantage Program Forms:
(2) sufficient corroborating evidence. A finding
•Action Plan
of non-conformity requires the Auditor to
•Progress Report
document what evidence could not be verified.
•Year-End Report Checklist c) Sign-off (with date) of completed audit by
assigned Auditor(s)
d) Documented evidence of Senior Management
review (with date) of the completed audit.
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
5
2013Advantage Program Requirements:
Resources / Tools:
5 Program Requirements:
WSIB Work Re-integration 4. Include as part of your HSMS Audit a review of
(WR) Policies are available your Return-to-Work Standards against the six
on-line at -www.wsib.on.ca WSIB Work Reintegration operational policies that
took effect July 15, 2011.
19-02-01 WR Principles,
Concepts & Definitions
Construction firms – the WSIB’s WR policies, with
19-02-02 Responsibilities of the exception of the specific provisions dealing with
the Workplace Parties in
re-employment, apply to all workers and employers,
WR
including those in the construction industry. The
19-03-03 Determining
WSIB’s re-employment policies applicable to the
Suitable Occupation
construction industry can be found on-line in the
19-03-05 Work Transition
19-05 section of the Operating Policy manual.
Plans
19-03-06 Work Transition
a) Identified RTW non-conformities are included on
Expenses
Continual Improvement Plan.
19-03-11 Relocation
Expense
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
6
2013Advantage Program Requirements:
Resources / Tools:
•Continual Improvement
Plan Samples
5 Program Requirements:
5. Written HSMS Audit Continual Improvement Plan
(CIP) including:
a) CIP with detailed action points to correct all
non-conformities
b) Responsibilities assigned and timelines
established for each action point
c) CIP includes action points that are initiated in
2013
d) All remaining non-conformities must have CIP
action points that are initiated within 6 months
of the audit being completed.
e) The action points for each non-conformity are
planned to resolution.
f) Documented evidence of Senior Management
review and approval of the developed
Continual Improvement Plan and any
subsequent revisions to the CIP
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
7
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
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
8
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
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
9
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.
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
10
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.
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
Year-end Report Checklist:
All Advantage Program firms submit the following documentation attached to
the Year End Report / Checklist:
1
2
3
4
5
Written Standard
20%
Internal Auditor training record
20%
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.
Detailed written Continual Improvement Plan addressing all HSMS Audit and Return to
Work nonconformities, with documented evidence of Senior Management review (with
date)
Return to Work – documented audit results of Work Reintegration (WR) Policy review
20%
20%
20%
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.
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
12
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;
20%
a) Audit schedule with procedure and timelines
b) Auditor training qualifications
c) Assignment of roles & responsibilities
d) Continual Improvement Plan Process
Internal Auditor training
20%
a) Record of formal audit training for Auditor(s)
HSMS Review or equivalency
20%
a) Approved HSMS Audit or equivalency with supporting documentation of listed evidence for each
criteria available for review
b) Sign-off (with date) of Auditor(s)
c) Documented evidence of Senior Management review, with date, of the completed 2012 HSMS
Audit
Return to Work
20%
a) 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
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
Validation Audits (cont.):
■
Continual Improvement Plan
20%
a) All nonconformities identified by the HSMS Audit are addressed on the 2013 Continuous
Improvement Plan
b) The 2013 CIP has action points for nonconformities being initiated and documented in 2013
c) 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
d) All nonconformities are planned to resolution with detailed action points on the CIP
e) Documented evidence of Senior Management review of the 2013 CIP and any subsequent revisions
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
14
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.
■ 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, and not just the locations where the audits were conducted. Using the above
example, the Continuous Improvement Plan must be applied to all 50 stores.
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
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.
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
16
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
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
20%
20%
20%
20%
20%
Forms to be completed
■
■
■
■
■
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)
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
2013 Advantage Program
Timeline Guide
MEETINGS:
Orientation
Leadership
Intro Auditor
Training
Jan
Feb
Mar
Meeting #3
Apr
Meeting #4
*** Progress Visits
May
Jun*** July
Aug
Sep
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
Meeting #5
Oct
Nov
Dec
2013
Mgmt initiates
Continual
Improvement
Plan
REPORTING:
2013
ADVANTAGE
APPLICATION
DUE:
DEC 14/12
ACTION PLAN
DUE:
FEB 28/13
PROGRESS
REPORT 1
DUE: SPRING
PROGRESS
REPORT 2
DUE: FALL
YEAR END REPORTING &
CHECKLIST
DUE: DEC 16/13
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
HSMS Review Form
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
20
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
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
HSMS Review Form
■ Review Process
1. Gather evidence by:
a) reviewing documents, reports, records, etc.
b) interview workplace parties
c) observe the workplace
2. Compare the evidence against the Accreditation Requirements, the firm’s OHS policies and
procedures and legislation.
3. Decide conformity or non-conformity for each element.
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
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
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
23
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:
a.
actively promotes and participates in the HSMS, and
b.
assigns a senior management representative the overall responsibility for implementing and
maintaining the HSMS.
c.
Promotes health and safety in the community
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
Evidence/Notes
Conformity
Non-conformity
A.2 Health & Safety Policy Statement Standard
A.2.1
The employer has a written health and safety policy statement that is specific
to the organization.
A.2.2
The policy:
a.
is dated and signed by the most senior accountable person on site
b.
includes a general statement of health and safety responsibilities and
commitment of all workplace parties
c.
specifies commitment to achieve compliance with legal requirements,
and
d.
specifies the commitment of the employer to health and safety and the
protection of workers
e.
specifies a commitment to continual improvement.
Evidence/Notes
Conformity
Non-conformity
A.3 Legal Requirements Standard
A.3.1
The employer establishes and implements a process that:
a.
identifies all applicable legal requirements
b.
incorporates legal requirements into the health and safety
management system
c.
evaluates that legal requirements are consistently met
Note: Other requirements include Canadian Standards Association standards,
Ministry of Labour Guidelines etc)
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
Sponsor Name:
Completed By:
Firm Name:
Title:
WSIB Account #:
Phone:
Date:
Email:
Required Elements
Program Requirements

Written Standard:
for WSIB HSMS Review




Internal Auditor Training:
Identify qualifications for Auditor
in standard and train OR Verify
rd
qualifications are met OR 3
party Auditor




WSIB HSMS Review


Senior Management Sign-off
Written Continual Improvement
plan addressing WSIB HSMS
Review findings


Set Standard
Communicate
Train
Evaluate
Continual Improvement
Option 1: Auditor selected

Training Dates Scheduled

Training Attended
Option 2: Verify current internal auditor
qualifications meet program standard
rd
Option 3: 3 party auditor
Complete WSIB HSMS
Documented supporting evidence of all
finding
Documented evidence of senior
management review of completed WSIB
HSMS & Continual Improvement Plan
Identify all non-conformity findings
Address each non-conformity with assigned
responsibilities and timelines initiated













Check of Current Status
of Program Requirements
Set Standard
Communicate
Train
Evaluate
Continual Improvement
Option 1: Auditor selected
 Training Dates Scheduled
 Training Attended
Option 2: Verify current internal auditor
qualifications meet program standard
rd
Option 3: 3 party auditor
Complete WSIB HSMS
Documented supporting evidence of all
finding
Documented evidence of senior management
review of completed WSIB HSMS & Continual
Improvement Plan
Identify all non-conformity findings
Address each non-conformity with assigned
responsibilities and timelines initiated
Responsibility
Date(s)
(dd/mm/yyyy)
Senior Management Signature:
Joint Health & Safety Representative
(Optional)
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
Sponsor Name:
Completed By:
Firm Name:
Title:
WSIB Account #:
Phone:
Date:
Email:
Required Elements
Written Standard:
WSIB HSMS Review
Internal Auditor Training:
Identify qualifications for Auditor in
standard and train OR Verify
rd
qualifications are met OR 3 party
Auditor
WSIB HSMS Review
Senior Management
Initiate Plan
Continual Improvement Plan
Program Requirements













Set Standard
Communicate
Train
Evaluate
Continual Improvement
Option 1: Auditor selected

Training Dates Scheduled

Training Attended
Option 2: Verify current internal auditor
rd
Option 3: 3 party auditor
Complete WSIB HSMS
Documented supporting evidence of all finding
Documented evidence of senior management
review of completed WSIB HSMS & Continual
Improvement Plan
Identify all non-conformity findings
Address each non-conformity with assigned
responsibilities and timelines initiated
Completed
(Yes or No)
Check of required supporting
documentation attached

Written Standard

Training Record

Completed WSIB HSMS form

Documentation of Senior MGMT
review of completed WSIB HSMS
form & C.I Plan
Documentation of Senior MGMT C.I
Plan addressing all non-conformities
with assigned responsibilities and
timelines initiated

Score 20%
(Optional: completed &
documents attached)
Senior Management Signature:
Joint Health & Safety Representative (Optional)
Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail
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