Managing Contractor Safety
Operator Forum
Roundtable Goals
• PICS
– The Nature of the Consortium
– An Operator’s Perspective (Tommy Braaten)
• Services
– Current Services Lingo
– Customizable Options
Roundtable Goals
• Process Lessons Learned
– Risk Rankings and Flag Colors
– Managing Risk and Forced Flags
– The Site PICS Team
– PICS ‘Reach-back Support’ – AM’s and Auditing
• Site Features and Tools
– InsureGUARD
– Underutilized Features
– PICS System Enhancement Recommendations
The Nature of PICS
Safety Compliance
Company used as a
tool during the
Qualification Process
Consortium
Secure
Website
Database
Repository
Verification
and Auditing
Team
Contractor Risk Ranking
Contractor registers
providing trades performed,
evaluation questions and
self risk ranking.
Audit Team Reviews
Discrepancies
Initial Ranking is
determined based on
answers provided
Managing Risk
• Reviewing Data
• Forcing flags
– What does “Red” mean?
– What does “Yellow” mean?
Operator Lessons Learned
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Triple Check Process
Managing PICS vs. Operating PICS
Granting Security Access
Forming the Site PICS Team
Current Service Terminology
PICS Organizer
Web-based tool used to organize and report
contractor data.
DocuGUARD
Prequalification Form (PQF), and Annual
Updates. Citation search. Verified annually.
Manual Audit
Implementation
Audit
Detailed review of the entire safety manual and
regulatory requirements. Every 3 years.
An audit of the implementation of the safety
program. Performed every 3 years.
Other Services Available
InsureGUARD
Interface to manage contractor insurance
certificates, including coverage type, limits,
expiration and AM Best Rating. Verified annually.
GUARDBuilder
Custom audits/evaluations housed in PICS
database conducted by employees or PICS.
EmployeeGUARD
Field Audit
Orientation Videos, HSE Competencies, Craft
Skills Assessments, Operator Qualification.
Performed on request, PICS field evaluations on
a given site or for a given contractor.
Customizable Options
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Watch list
Tags
Site Specific PQF
Washington State Audit
Employee Level Audits (EmployeeGUARD)
Audit Roundtable
• Audits
– OSHA and/or EPA site visits
– Audit experience
Leading vs. Lagging Indicators
• Lagging indicators are a collection of data for
events that have already occurred
– (e.g. incident rates)
• Leading indicators should be our trend in
qualifying contractors. Provide predictive data!
• Types of leading indicators for which we look“verification of implementation” data
Evaluating Under-Performing Contractors
• Ad-Hoc Real-Time Data Reporting
– Flag Color/Criteria
– Pending PQF and Annual Updates
– Fatalities
– EMR/Incident Rate
• “Pushed” Reports
– Established in Email Subscriptions on Home
Page
Key Features and Tools
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Home Page
Details to the Flag and Stats Chart
Tags
Email Wizard
Search by Question
Sourcing
Registration Requests
Sourcing Contractors in PICS
The Impact to the Qualification Process
2 days – 3
weeks
Search PICS
for
Contractor
Recognize
Need/Host Bid
Notify
Contractor of
PICS
Requirement
Contractor
Loads Data
Make
Preliminary
Decisions
Execute
Contract/A
ward Bid
Audits
Ad-Hoc
Reports
Begin
Work
InsureGUARD
• Requirements
– Address
• Policies to approve
• Auto approve
What You Can Do to Help PICS and Your
Contractors
• Paperwork
– Contractor Open tasks
– Communication
• Email Wizard
• Enforcement
– No site access without Documentation
• Competition
– Consider choosing a replacement for the existing
Contractor
– Search for New Contractor
– Registration Request
Contractor View
Open Task Checklist
What You Can Do to Help PICS and Your
Contractor
• PICS Site Team (primary contact and power users)
– Review
• Current documentation
• Force flag requests
– Request
• Additional documentation, through Account Manager
– Decide
• Put contractor through a wavier process, attaching
documentation and forcing the current flag
• Utilize and take advantage of all Reporting features in PICS
Primary User Responsibilities
• Maintain PICS navigation skills and knowledge
• Obtain the latest updates prior to full roll-out
• Provide on-going education for site users
• Assist in Pilots for Operator Developments
• Approve new site users
• Train new processes, system functionality and new
team members
PICS Operator Navigation
• Questions
• Comments