How to Pull, Analyze, and Utilize CSA Scores to Complement ... · This screen along with many we cover today also allows you to start snip clipping & building a nice visual report

How to Pull, Analyze, and Utilize CSA Scores to Complement your Company’s Safety Efforts Webinar November 28th, 2018

Presented By: Steve Page Risk Consultant, Cline Wood, a Marsh & McLennan Agency LLC company

MARSH & McLENNAN AGENCY LLC

Welcome to our first of many small webinars with tools to assist you in your efforts as team leaders and coaches to continue to improve your safety efforts! This program will help new safety leaders/coaches in our industry as well as long term super bowl return winners! New safety leaders and coaches welcome to our team! You are our future leaders in this ever changing industry. For you long term return super bowl winners I find myself each time I listen or participate in a webinar going back and reviewing a program I have in place just to check for loop holes or steps that might be missing!

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Good inspections and proper follow ups can prevent failures, save lives and reduce accidents

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Objectives

• How to use CSA SMS (Safety Management System) Scores to Improve communications inside your company

• Ways to manage the data

• How to review the last 6 months carrier history (Successes or Improvements Needed)

• How long does the score stay with the carrier and with the driver

• How can I improve my carrier score

• Who is responsible to help improve your ISS score (Inspection Selection System)

• Create Team work in your company

• Start Bi-Weekly or Monthly meeting with all departments

Senior management meetings

Driver Meetings and Fleet Messages

• Cross audit inspections to make sure all inspections are being turned in and what is being written up on your fleet

• Data Q (prepare and chose wisely!)

• Support to why you should run PSP’s (Pre-Employment Screen Process) on new drivers to better understand your new hire as well re-train your new hire or in some cases avoid a bad hire!

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Let’s get started

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Safer Company Snapshot Once you have brought up your company snapshot you will need to click on SMS Results in (right hand corner and have your Federal issued pin # ready!)

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This will bring you to this screen. Once here we will click on Login right hand corner keep you pin# ready!

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Once you click login it will bring up this screen. You will use the left hand side U.S. DOT & Pin. (Enter both now if you want to follow along with your own company data!)

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The Huddle! Coaching the win’s!

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Once logged in you will see the screen with 8 Basics. We are entering the areas that not only Dot Officers & Highway Patrol officers grade you but Insurance Carriers view your company & future increase or decreases in cost. This screen along with many we cover today also allows you to start snip clipping & building a nice visual report that I can share with my internal team

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In the lower half is where I like to start as I want to see where we have been and where we are going. This screen also allows me to start snip clipping & building a nice visual report that I can share with my internal team.



First look in right hand corner of lower portion of the screen just below the 8 Basics you will see ISS (Inspection Selection System) Score. This is your score card. DOT Inspections Officers, Highway Patrol Officers and Insurance Companies are looking and judging your company and drivers. (Pass, Inspect Optional, Full Inspect) Three good ways to drop this score: Numerous No Violation Inspection Major Reduction in Crashes Time and Miles Driver violations stay with your company for two years and the driver for three years even if the driver quits the day you sit them down for counseling or re-training you still own it!



So who is responsible for reducing the ISS score? Everyone! Owners, Presidents, CFO/COO, H/R / Recruiting, Operations, Customer Service, Maintenance, Safety, Drivers No one is left out as everyone has a part in the improvement or staying ahead of the plan so we don’t fail! We all are responsible for our success!



Next lets move to the lower right hand section called tools/resources. Let’s click on Carrier History. Full screen appear & roll down to the lower half where you can see your last 6 months of data. This is a quick sample of the current 6 months includes truck, driver, inspections & crashes & areas of alert or increases/decreases in scores that we have implemented changes to the program and the score continues to drop or increase. (Reminder another good snip clip for your report)



Now that I have reviewed my history its time to look at the data. I like to start with most improvement needed to least improvement need as I build my report to share with the team. At the same time allows you to target areas needing team, individual or both meetings due to the direction of the number. This also allows the atta team or thank you to be discussed with improvements. How to get to this data? Go to the left side of this screen and let’s find downloads. This screen will appear: click in Focus & it will break into multiple choices. For this exercise lets chose Unsafe Driving



Once Unsafe drive appears click on this. You will see the Microsoft open the screen below and this will convert data to excel for you to work with it. With dot in open with excel press ok and this will take a couple seconds.



Next you will see the excel program bring up the screen below in which we are going to click Enable Editing allowing us to work with the data



After clicking enable editing we are going to the bottom of the same screen where we can now look at the overview, for this training the Unsafe Driving Violations & Drv Insp W Unsafe Drv Viols



Let’s first click on the Unsafe Driver Violations at the bottom. This will bring up a excel sheet you can save and work with to build your report. I like to move these columns closer together to show my team a snap shot which you will see below. (This can be done by sliding your columns closer together & eliminated columns you might not need for your snap shot report. Always make sure you save it in excel if you want to go back & use it)



Next lets click on Drv Insp w Unsafe Drv Viol category at the bottom. Once again for a team snap shot report I like to shrink my columns and focus on the important factors with my whole team! This will create discussion with your entire team especially when you start marking drivers with more than one violation in the same year or multiple years or multiple categories & the discussions open up other problems your team members are having with the same driver in their department or crossing other issues that need addressed. Then you can go back and use the in-depth info to do studies or work with team members have the greatest impacted needed first or celebrations for their implementation & improvements.



Lets look at this one more time in a snap shot of Veh Viol Summary. Again shrinking columns & moving data for teams review or building the teams snap shot.



Next taking this same area of vehicle violations & moving the lower tab over to break down the actual vehicle violations. Again I like to shorten my data up for the team snap shot & meetings then roll it out with specific areas needing the most efforts first



Don’t forget to cross audit, know the violations written before you receive the hard copy from the driver, actions for good & bad inspections

• Use this inspections data both good and bad to cross audit your internal inspection trail.

• You should maintain at least twelve (12) months on hand by state of your DOT Inspections with or without violations. Violation inspections should be checked for repair sign off and sent back within the required return date stated on the report. The copy of the maintenance ticket should be maintained with the inspection for a future audit review.

• No violation inspections should also be signed and returned to the states that still allow this. You always want your good credits!

• Good inspections should be rewarded and bad inspections should carry the same weight as a accident to include a review, counseling, re-training and documentation in the safety file.



Data Q (Choose your battles wisely !) • Data Q can be a great tool when a inspection has been written incorrectly or needs further

study to the violation written.

• Please note that all violations are being photographed by the dot officer at the time of the inspection should a review be requested

• Don’t just react to the bad inspection. Review it, Review it with the driver and then look at the inspection violation, put your facts together no different than stepping in front of a judge with proper facts sent to the Data Q officer along with the Data Q request.

• Sometimes you will find that you can contact the state highway patrol Lt. over CVSA for the state and discuss the violation before data Q. Again insure you have all the facts first as they will ask you to send them!

• Don’t irritate the Data Q reviewing officer!

Couple good examples:

Send the same inspection into data q multiple times

Driver moving violation written by the DOT Officer and the speed ticket gets dismissed will not be removed from Data Q



Go forth and use the tools from the coaches tool box!

With these new tools I can:

I can create team work with the entire company by building off the data in ways that works best with the team and individual players

I can start monthly or bi-weekly meetings with different levels of management to not only obtain the support but keep the efforts in front of everyone

Senior Management meetings

Fleet Manager, Maintenance Manager, H/R /Recruiting Manager meetings

Tools to target training changes in orientation, safety meetings, driver training sessions

Driver meetings, Daily Fleet Messages, Signs at Terminals/Banners

If your not using PSP today start tomorrow (we hire our problems) it allows you to re-train the future driver willing to except their errors & document or not hire your problem.

Measurements to set goals and celebrate the wins!!



Recap • Using CSA SMS (Safety Management System) Scores to Improve communications inside your company

• Ways to manage data (Successes or Improvements Needed)

• ISS (Inspection Selection System) score stay with the carrier 2yrs and with the driver 3yrs

• Who is responsible to help improve your ISS score (Inspection Selection System)

• How can I improve my carrier score:

Create Team work in your company

Start Bi-Weekly or Monthly meeting with all departments

Senior management meetings

Driver Meetings and Fleet Messages

Orientation & Driver training changes

Communications daily through driver messaging, team messaging

Celebrate the wins and monitor data to stay on track

• Cross audit inspections to make sure all inspections are being turned in and what is being written up on your fleet. Plus you want your credits when credits due.

• Data Q (prepare and chose wisely!)

• Support to why you should run PSP’s (Pre-employment Screening Process) on new drivers to better understand your new hire as well re-train your new hire or in some cases avoid a bad hire!



Thank you for your valuable time spent today!

• Stay tuned for more Safety Tool Box webinars from the Cline Wood Team in 2019!

• Join our email list by e-mailing [email protected]

• We always like your feed back or suggestions! Please e-mail to [email protected]

• Steve Page, Risk Consultant C.D.S. Cline Wood a Marsh & McLennan Agency LLC company – [email protected]

Non Distracted Driving backed with Good Decisions and Judgement Calls will provide many Safe Miles!


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Questions & Answers


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This document is not intended to be taken as advice regarding any individual situation and should not be relied upon as such. Marsh & McLennan Agency LLC shall have no obligation to update this publication and shall have no liability to you or any other party arising out of this publication or any matter contained herein. Any statements concerning actuarial, tax, accounting or legal matters are based solely on our experience as consultants and are not to be relied upon as actuarial, accounting, tax or legal advice, for which you should consult your own professional advisors. Any modeling analytics or projections are subject to inherent uncertainty and the analysis could be materially affective if any underlying assumptions, conditions, information or factors are inaccurate or incomplete or should change.

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How to Pull, Analyze, and Utilize CSA Scores to Complement ... · This screen along with many we cover today also allows you to start snip clipping & building a nice visual report