LOSS PREVENTION
PROGRAM
Presented by
Sedgwick Risk Services on behalf of ORM
07.01.2015
LOSS PREVENTION
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Sedgwick CMS, who we are?
How to contact us?
www.laorm.com
To Request Help from Risk Services, email
us: laorm.lp@sedgwickcms.com
LOSS PREVENTION continued. . .
What we do:
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Conduct Audits & Compliance Reviews
Facility Walkthroughs
Accident/Incident Investigations
Building Appraisals
Assist in Inspections
Ongoing Consultations
Offer LP Coordinator Training
REQUIREMENTS
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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
LOSS PREVENTION PROGRAM
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General Safety Program
Driver Safety Program
Bonds, Crime, and Property
Equipment Management Program
Water Vessel Program
Flight Operations Program
GENERAL
SAFETY
PROGRAM
COMPONENTS
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6.
7.
Management Policy Statement
Assignment of Responsibilities
Safety Rules
Safety Meetings
Training
Safety Committees
Procedures for Inspection
COMPONENTS continued . . .
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14.
Procedures for Incident/Accident
Investigation
Job Safety Analysis (JSA)
Record Keeping
Blood Borne Pathogens
First Aid
Emergency Preparedness Program
Hazardous Materials
CLASS “A” AGENCY
 Class A agencies shall conduct and
document safety meetings, safety
committee meetings (if applicable),
and inspections on a monthly basis
CLASS “B” AGENCY
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Class B agencies shall conduct and
document safety meetings, safety
committee meetings (if applicable), and
inspections on a quarterly basis
MANAGEMENT POLICY
STATEMENT
What constitutes a statement?
Who initiates a statement and what
are its expectations?
Responsibilities?
ASSIGNMENT OF
RESPONSIBILITIES
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Delineation of duties
Accountability
Provided to employees
Written
DEPARTMENT/ AGENCY HEAD
 FULL responsibility for, and
implementation of, Safety Program
 Authorizes necessary expenditures
 Approves safety policies
 Participates in the safety program
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
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
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
SUPERVISOR / FOREMAN
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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
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
SAFETY RULES
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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
SAFETY MEETINGS
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Frequency
Meeting vs. Training
Effectiveness
Attendance
Available for audits
SAFETY TRAINING
Mandatory topics:
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Sexual Harassment
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Drug-Free Workplace
Other necessary training
PROCEDURES FOR INSPECTION
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Purpose
Frequency
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A/Class B
WRITTEN INSPECTION PLAN
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Housekeeping safety rules
Inspection procedures for
facility/location
Written inspection report/checklist:
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Building safety
Electrical safety
Emergency equipment
Fire safety
Office safety
Storage methods
HAZARD REPORTING
Must include:
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Hazard Control Log or other
acceptable means
Method for employees to notify
management
Method for repairs or corrective
actions
PROCEDURES FOR ACCIDENT /
INCIDENT INVESTIGATION
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Prevent recurrence of
accidents/incidents
100% completion of all
applicable forms
ACCIDENT / INCIDENT
FORMS
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DA2000 (for employees)
Do NOT use the DA2000 for vehicular
accidents
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DA3000 (for visitors/clients)
Property concerns
COMPLIANCE
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Written accident/incident
investigation procedures
Responsibilities
Documentation
GUIDELINES
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Conduct an investigation
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For all reported accidents & incidents
When an accident/incident
occurs:
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Thoroughly investigate
Determine cause
Determine contributing factors
Compile information
Prepare the report
JOB SAFETY ANALYSIS
(JSA)
JSAs shall be developed for
accident/incident trends, death,
or a change in a job procedure
or equipment
JSA’s
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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
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
BLOOD BORNE PATHOGENS
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5 COMPONENTS OF A BBP
PROGRAM:
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Exposure Determination
Methods of Compliance
Work Practice Controls
Training
Medical Evaluation for Affected
Employees
BLOOD BORNE PATHOGENS
continued . . .
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Training
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High risk – within 90 days of hire and
annually thereafter
Low risk – within 90 days of hire and
every 5 years thereafter
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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
FIRST AID
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Written program that addresses the
needs of employees and visitors
All agencies shall have a first aid kit
First aid attendant recommended
when:
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Night shifts or minimal/partial crews
When surrounding medical facilities are
closed
When field/remote crews are not in close
proximity of medical facilities
EMERGENCY PREPAREDNESS
PROGRAM
Written plan should address:
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Fire (documented annual drills)
Natural Disasters
Proximity Threats
Terrorism
Violence in the Workplace
HAZARDOUS MATERIALS
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Must conduct a documented
“site assessment”
If HM are present, must
have a written site specific
HM program
HAZARDOUS MATERIALS
continued . . .
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Must be handled, stored, and
disposed of properly
MSDS must be available
Proper PPE must be available
Lab Hoods must be available where
appropriate
TRAINING
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HAZCOM
Material Safety Data Sheet
(MSDS)
Personal Protective Equipment
(PPE)
Lab Safety
Lab Hoods
DRIVER
SAFETY
PROGRAM
DRIVER SAFETY
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A written program is required and shall cover:
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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
DEFINITIONS
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Vehicular Accident
Authorized driver
High Risk Driver
State Vehicle
AUTHORIZING DRIVERS
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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”
REPORTING REQUIREMENTS
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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
INSPECTION/REPAIRS OF
STATE OWNED VEHICLES
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Must complete monthly inspection
checklist for each vehicle
Document corrective action
Preventive maintenance must be
performed and documented
BONDS, CRIME
AND PROPERTY
PROGRAM
BONDS, CRIME, & PROPERTY
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Program covers two key areas
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Which agencies must participate?
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
SECURITY
Written policy shall address:
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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
KEY CONTROL
Written policy shall include:
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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
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
EQUIPMENT
MANAGEMENT
PROGRAM
COMPONENTS
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Responsibilities
Specific Inventory
Preventive Maintenance
Procedures
Preventive Maintenance
Schedule
COMPONENTS
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continued . . .
Testing Procedures
Documentation
Training
RECORDKEEPING
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Records are maintained for life
of equipment
Typewritten or computergenerated
PERSONAL PROTECTIVE
EQUIPMENT (PPE)
Written procedures
must address the
procurement, use,
maintenance, and
disposal of PPE for
the following:
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Head
Face
Eyes
Ears
Torso
Extremities
Hands
Feet
Respiratory
System
PPE
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Workplace Assessment
Identify Appropriate PPE
Training
WORK ORDER SYSTEM
Written work order procedures
shall cover:
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Scheduled PM and/or Repairs
Reported Problems
 Emergency Problems
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LOCKOUT/TAGOUT
(LO/TO)
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Agency Personnel vs. Contractors
Training of Employees
Appropriate LO/TO Devices
BOILERS
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Must be Inspected as per
jurisdictional requirements
Current Inspection Certificates
Posted At/Near Equipment
Inspection Deficiencies Must be
Corrected & Documented
ELEVATORS
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Inspected Semi-Annually
Code Violations Corrected &
Documented
Certificates Available
Fire Service Key
CONFINED SPACE
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Assessment
Permit vs. Non-permit spaces
Contract vs. In-house
CONFINED SPACE continued . . .
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Goal
Training
Equipment
 PPE
 Rescue
 Environmental Testing
 Permits (if applicable)
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STATE PREVENTIVE
MAINTENANCE FUNDS
To be eligible, an agency must have a:
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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
WATER VESSEL
PROGRAM
COMPONENTS OF
WRITTEN PROGRAM
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Responsibilities
Enrolling employees
Definition of high-risk operators
COMPONENTS continued . . .
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Operator training
Disciplinary action
Claims reporting
Accident investigation
Definition of State water vessels
DEFINITIONS
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High-Risk Operator
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Water Vessel
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State-owned/leased/hired
vessel
INSPECTIONS/REPAIRS
Written checklist must include:
 Fire extinguishers
 Personal flotation devices
 Sound signaling devices
 Flares
 Damage to the vessel
 Communication devices
 Lighting
 Trailers
ACCIDENT REPORTING
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Form DWF-BIR-010-OP
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Obtain from Dept. of Wildlife &
Fisheries for all non-commercial
vessels
Form CG-2692
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Obtain from Coast Guard for
Commercial vessels
CLAIMS
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Claims reporting
FLIGHT
OPERATIONS
PROGRAM
COMPONENTS
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Responsibilities
Training
Accident analysis
Definition of an accident
When to report an accident
How to report an accident
FAA
Pilots flying for the State of
Louisiana must comply with
all procedures established by
the Federal Aviation
Administration (FAA)
ACCIDENT REPORTING
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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
TBD
THE END!