Orientation on the Rural Electric Safety Achievement Program

Orientation on the Rural Electric Safety Achievement Program

NC Statewide Association and NRECA PresentationJanuary 5-6, 2011

New RESAP Changes

NC Orientation New RESAP Changes (Jan. 05, 2011)

Presentation Outline

Introduction

► Leadership commitment

► Refinements to formal assessment process

► Self-assessment process

► Safety improvement plan

► Summary of key procedural and timing issues

► Safety support considerations

► Summary of training initiatives

► Navigational Flow – RESAP Site on Cooperative.com

2


New Program Name

Rural Electric Safety Achievement Program

3


Assess

Plan

Implement

Measure

4

The Safety Improvement Cycle


Key Changes

► Formal leadership commitment


► Annual self-assessment

► Refined performance measures

► Refinements to formal assessment

5


Key Program Support Initiatives

► Continue to partner with Statewide Associations

► Support co-ops with limited safety resources

► Offer training and forums to promote best practices

6


Program Objectives

► Strengthen leadership engagement and ownership

► Create a continuous safety improvement process

► Increase focus on assessment results

► Align safety improvement with other critical performing areas

► Better enable co-ops to reduce injuries over time

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Introduction

Leadership commitment

► Refinements to formal assessment process







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Formal Leadership Commitment

► Adopt the guiding principles

► Complete the formal assessment (3 year cycle)

► Develop an annual safety improvement plan

► Commit to ongoing training

► Commit to an annual performance measurement update

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NC Orientation New RESAP Changes (Jan. 05, 2011)10

Guiding Principles

Safety is embraced as a core value

• Actions and decisions reflect a fundamental and unwavering commitment to safety at all levels of the cooperative

• Cooperative leadership accepts accountability for a culture that drives safety performance

Cooperative leaders and employees own the systems and processes that create a safe working environment

• Safety systems, as a shared responsibility, focus on enhancing safe behaviors and reducing unsafe acts and risks to injury

• Leaders commit to an environment in which all employees are owners of the safety culture


Leadership Commitment

► Primary purpose of the leadership commitment:

• A visible action for top leadership engagement

• Important “first step” for maximizing commitment at all levels

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CEO/GM decides to Investigate program entry (new entry/ desire more information)


Safety improvement plan

Other program documents

Reviews leadership commitment narrative and other support documents

Print out PDF copy of LC for CEO/GM signature

Cooperative.comRESAP page

Overview – Leadership Commitment (LC) Process

12

Can seek information from applicable safety

professional

PDF Documents

Why make commitment?

What am I committing to?

How does the process work?

Answer key questions if necessary

Leadership commitment survey

Program application survey

On-site assessment survey

Online System

Performance measures survey

Decides to enter program

Enters online program

Leadership Commitment Survey

X Guiding principles

X Formal 3 year assessment

X Annual safety improvement plan

X Assess ongoing training

X Annual update of performancemeasures

X Electronic signature

CEO/GM selects LC survey

CEO/GM provides electronic signature

Area Administrator

CEO/GM

Program Manager

Email sent confirming program entry

Post/file at cooperative End

Signed LC Document


Sample Board Resolution and Policies

► Cooperative boards will be encouraged to use the normal board resolution process to show board leadership support

Example (will be available on Cooperative.com RESAP page)

RESOLUTION ON SAFETY

WHEREAS, XYZ Cooperative places a high value on maintaining a safe environment for employees and members, and

WHEREAS, the Board believes that taking proactive steps will help improve the cooperative’s safety performance,

NOW THEREFORE BE IT RESOLVED, that the Board of XYZ Cooperative hereby adopts a leadership commitment to the Rural Electric Safety Achievement Program (RESAP).

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Leadership Commitment – Key Communication Points

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► CEO/GM make commitment within RESAP online system

► Co-ops scheduled for on-site assessment in 2011 – make commitment 1st quarter 2011

► Co-ops scheduled for on-site assessment in 2012 & 2013 –make commitment within calendar year 2011

• Encouraged to make commitment early 2011 and begin development of Safety Improvement Plan



Introduction


Refinements to formal assessment process







15


Refinements to Formal Assessment

► 2010 application and on-site assessment surveys (distribution and generation) will continue to be utilized in 2011

• Slight modifications for regulatory standards and process changes

• Single-point accreditation scoring eliminated

• New evaluation criteria applied

• New performance measures

• New summary report roll-out

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For each on-site question, evaluate answer as follows:

• Exceeds requirements• Satisfies all requirements• Satisfies most requirements• Partially satisfies requirements• Fails to satisfy requirements• Not applicable

New Approach to Assess Safety Elements

SectionTotal

QuestionsExceeds

Satisfies All

Satisfies Most

Partially Satisfies

Fails N/AOverall Evaluation

(on-site team evaluation)

Warehouse 10 5 5 0 0 0 0 Strong performance

Vehicles 16 0 7 8 1 0 0Generally satisfactory with minor areas for improvement

Summary of Assessment Results Matrix - Example

• Strong performance

• Satisfactory performance

• Generally satisfactory with minor areas for improvement

• Key attention areas for improvement

Online system will produce a summary report of the assessment results

On-site team enters standard evaluation for each section.

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Approach to Assessing Program Elements

Evaluation level definitions for each survey section:

Assessment level definitions for each question:

Exceeds requirements Exceptional performance, above program requirements

Satisfies all requirements Meets all program requirement,s a very good performance

Satisfies most requirements Meets most program requirements, a few minor areas need to be addressed

Partially satisfies requirements Program requirements are partially met, improvements are needed to meet program expectations

Fails to satisfy requirements Program and/or regulatory requirements are not met, immediate attention is required

Not applicable The question is not applicable to the cooperative

Strong performance Questions evaluated as exceeds or satisfies all requirements

Satisfactory performance Questions evaluated as satisfies all requirements, could be a small number evaluated as exceeds

Generally satisfactory with minor areas for improvement

Questions evaluated as satisfies all or most requirements, improvement areas are minor

Key attention areas for improvement

Questions evaluated as partially satisfies or fails to satisfy requirements in important improvement areas


Assessment Question - Example

On-site question – where regulatory standard applies

► Line hoses, guards, hoods, and related cover-up are tested on a 6 months maximum rotation and marked with the test date in accordance with system's policy and applicable standards.

Applicable regulatory standard

1910.137(b)(2)(viii) - Electrical protective equipment shall be subjected to periodic electrical tests. Test voltages and the maximum intervals between tests shall be in accordance with Table I-5 and Table I-6.

Table I-6. - Rubber Insulating Equipment Test Intervals

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Type of equipment When to test

Rubber insulating line hose Upon indication that insulating value is suspect

Rubber insulating covers Upon indication that insulating value is suspect.

Rubber insulating blankets Before first issue and every 12 months thereafter.*

Rubber insulating gloves Before first issue and every 6 months thereafter.*

Rubber insulating sleeves Before first issue and every 12 months thereafter.*

*If the insulating equipment has been electrically tested but not issued for service, it may not be placed into service unless it has been electrically tested within the previous 12 months.


Safety Performance Measures

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Measures Formula

DARTRestricted, Transferred & Lost Work Day Cases x 200,000

Total Hours of Exposure

Loss Work Day Case Rate

(Death + Days Away Cases) x 200,000Total Hours of Exposure

Vehicle Accident RateNumber of Vehicle Accidents x 1,000,000

Number of Miles Driven

This data will be administered in a confidential manner. Data will not be shared without permission and will only be used for comparison at aggregate levels.


Criteria for Vehicle Accidents

► Vehicle accidents apply to:

• Licensed motor vehicles designed to operate primarily on public roads

• Cooperative-owned or leased vehicles

• Exceptions:

Unlicensed equipment or off-road vehicles

• Examples – farm equipment, all-terrain vehicles, trenchers, mini-backhoes, haulage truck operated solely on industrial sites, etc.

Personal vehicles used on cooperative business (occasional use agreements – mileage)

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Criteria for Vehicle Accidents

► Vehicle accidents should be counted when meeting the following criteria:

• A bodily injury occurs (anytime) and/or damage occurs to a vehicle when it hits, or is hit by, another vehicle, or other object.

For example - collision in an intersection, rear-ended by another vehicle, backing into an object, striking an animal while driving or any vehicle incident involving bodily injury, etc.

► Vehicle accidents should not be counted when:

• Vehicle damage occurs with no bodily injury and results from incidents other than collision.

For example - damage while the vehicle is parked or otherwise unattended, hail or flood damage, damage due to theft or vandalism, etc.

The payment of a vehicle accident claim has NO effect on an accident being counted or not when reporting vehicle accidents.


Question

►Do you currently track miles driven?

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Data Collection Requirements

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Leadership Commitment Form (new)

Performance Measurement Form (new)

Distribution-Transmission Application From

Generation Application Form

Distribution-Transmission Observation Form

Generation Observation Form

RESAP Online System

• Number of DART cases

• Number of lost work day cases

• Number of vehicular accidents

• Hours worked

• Total vehicular miles

• Information on serious incidents

Completing the Performance Measurement Form (new)

Summary Example


Program Assessment Summary Report – Cooperative Site

On-site observation teamreport document options

Ability to generate PDF documents (save/print)

Detailed application responses by question

Detailed on-site evaluation by questions

Assessment summary

Application On-site Summary Report

1 2 3

On-site observations complete – survey submitted online


Program Assessment Summary Report – Cooperative

I. Safety Performance Measures SectionComparative Performance Matrix

YearThree

year avgState Region Nation

Comparisonsize

Top TierCo-ops

DART

Loss Work Day Case

Rate

Vehicle Accident

Rate


Program Assessment Summary Report – Cooperative

I. Safety Performance Measures Section (continued)Comparative Performance Graphs


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Program Assessment Summary Report - Cooperative

II. Summary of Assessment Results

SectionTotal

QuestionsExceeds

Satisfies All

Satisfies Most

Partially Satisfies

Fails N/AOverall Evaluation

(on-site team evaluation)

Warehouse 12 2 3 6 1 0 0 Strong performance

Vehicles 18 2 6 7 2 1 0Generally satisfactory with minor areas for improvement

System & Team

Leader

Common Facility Safety

Equipment

Warehouse, Maint., & Covered Storage

Pole Yard & Outside Storage

Admin. & Other Office Areas

General Vehicles

Digger, Buckets,

etc.

Misc. Vehicle

Trucks & Personal

Tools

PPE Insulating gloves,

sleeves, & Cover-up

Arc Rated

Clothing

Crew Visits

Substations OH & UG Lines, Equip.,

etc.

Strong performance

Satisfactory performance

General satisfactory performance with minor areas for improvement

Attention Area for Improvement

Summary of Section Evaluation Results


Program Assessment Summary Report - Cooperative

III. Summary of On-site Comments

Summary of On-site Assessment Results Matrix

Section Strengths Opportunities General comments

Warehouse

Pole yard and outside storage

Diggers,buckets, etc.

Miscellaneousvehicles

Trucks and personal tools

Specifics comments from each related question grouped by each

online sections


Refinements to formal assessment process – Key Communication Points

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► All participating co-ops update safety performance measures within online system – February / March 2011

► Co-ops scheduled for on-site assessment in 2011 – complete application form during 1st quarter 2011

► On-site observation form updated by January 18th 2011



Introduction



Self-assessment process






31


RESAP Online System

Program-Assigned Forms

Leadership commitment form (new)

Performance measurement & data form (new)

Distribution-Transmission application form

Generation application form

Distribution-Transmission observation form

Generation observation form

User Self-Assigned Forms (new)

Forms by observation sections:

Administration buildings

Warehouse & storage facilities

Plant maintenance facilities

Power tools & equipment

Other custom designed forms:

Safety culture

Front-line leadership

Accident investigation

Job briefing

.

.

.

.

New Changes for Online System

• Screen tracks work activity status and history

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Leadership commitment survey

Program application survey

On-site assessment survey

Online System

Performance measures survey

Identifies priority section for self-assessment in safety

improvement plan

Cooperative safety improvement plan

Formal assessment

Self-assessmentAllow the user to self-assign to enter the self-assessment section

Determine the method for self- assessment, e.g. in-house,

peer-to-peer, statewide, etc.

Cooperative completes the self-assessment using the self-

assessment template generated from the online

system

Online SystemSelf-assessment by section

Cooperative records the results within the on-line system

System saves results by date and

Cooperative ID

Self-assessment output report

Cooperative reviews self-assessment results and updates plan as needed

Overview – Concepts of Self-assessment Process

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Job Briefing Effectiveness – Self-assessment Criteria

Evaluation CriteriaEach crew has a designated crew leader (person in charge) prior to beginning work, who is responsible for crew safety, job planning and production

Job briefings are documented and conducted by the crew leader according to established procedures

No matter how routine or small the job a quality job briefings is conducted

All employees are encouraged to actively participate

Employees are continually asked to confirm their understanding of the work to be performed and their assigned role

Employees are encouraged to speak up and ask questions when any doubts or lack of understanding arise either during the job briefing or during the progression of the job

Employees are encouraged by crew leaders to provide constant feedback regarding the quality and effectiveness of the job briefing

Crew leaders show appreciation for employee participation and/or questions during a job briefing

When the original job briefing plan or the scope of job changes while the job is in progress, the job is stopped and a new job briefing is conducted

Feedback is solicited and used to assess the overall quality of job briefings on an ongoing basis

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Draft Example

5 - Exceeds, 4 - Satisfies All, 3 - Satisfies Most , 2 - Partially Satisfies, 1 - Fails to Satisfy Requirements



Introduction









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Question

►Have you previously created and/or implemented a safety improvement plan?

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Safety Improvement Plan

► Introduces a disciplined continuous safety improvement cycle

► Focuses on the most important improvement areas

► Engages all levels of leadership in safety improvement

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Application

On-site observation

Online System


Safety Improvement Plan

Static web-based portal

Resource support materials

Download

Links to static web-based portal as an optional resource for completing the safety improvement plan

Safety Improvement Plan – Resources

Initial phase: staticFuture phase: interactive


► Guiding questions to help build effective safety improvement plan

► Example safety improvement plans

► Assessment summary for possible initiatives

► Safety system elements and best practices

► Other helpful links

Online resource tools (or available documented support materials):

Recommended format for safety improvement plan (optional):

Three-year goal(s):1. Strengthen safety leadership culture2. Enhance safety support systems and training3. Improve injury rates

Annual objectives:1. Assess leadership safety culture2. Develop and implement a first phase employee safety training program3. Improve incident reporting and analysis

Planned Initiative Owner Timeframe Comments

A. Conduct a safety culture assessment GM and Executive Staff Q1 2011 Seek option ideas from Area Administrator

B. Assess training needs and develop first level safety training plan

Operations Manager and Safety Coordinator

Q2 2011 Emphasize key safety concepts

C. Analyze injury trends and causes, and identify prevention strategies

Safety Committee Q3 2011 Gather 6 years of history data

D. Design a incident reporting system and process for analysis and follow-up

Safety Committee Q4 2011 Encourage employees to report incidents

E. Conduct self assessment targeting line supervision interaction and coaching

Operations Manager Q2 2011 Identify other self assessment areas.

1

2Broad high level goals covering three-period

(to the next full assessment)

3Annual objectives:

What do we want to accomplish for this year?

4

Simple format to outline safety improvement plan initiatives or actions


Scan Opportunities for Improvement

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Safety Improvement

Plan

Leadership & culture

Address key attention areas

(assessment process results)

Strengthen safety practices

(best practices)

Increase safety knowledge and

awareness

Sources for Safety Improvement Plan

• What have we learned about the current state from the assessment results?

• What is our current safety performance and how do we compare?

• How effective are our leadership practices?

• What is the current state of our organization culture?

• How does our leadership and culture impact safety?

• What areas do our formal & self assessments show need improvement?

• How can we strengthen our current safety practices ?

• What safety best practices can we apply?

• What are leading safety cooperatives doing that we are not doing?

• What are the critical knowledge gaps we need to address?


Safety Improvement Plan– Key Communication Points

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► Co-ops complete safety improvement plan following their 2011 on-site assessment

► Co-ops scheduled for on-site assessment in 2012 & 2013 –are encouraged to begin developing their safety improvement plan using previous on-site assessments and online assessment resources



Introduction





Summary of key procedural and timing issues




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New Program Implementation Approach

Jan Dec2011

Mar Jun OctSepAugJulMayAprFeb Nov

Co-ops due for assessment 2011 • Complete leadership

commitment and application in 1st quarter

Co-ops due for assessment 2012 & 2013 • Make leadership commitment in 2011 • Encourage co-ops to create safety improvement plan

using past RESAP results and other program resources

All RESAP co-ops• Update 3 years of safety

measures online

CEO/GMs recommit in the year of the next on-site assessment

Annual update each year thereafter

Complete on-site assessment• Develop safety improvement

plan following assessment results



Introduction






Safety support considerations



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Support Process for Co-ops who Lack Resources

► NRECA coordinates a “pool of support resources” (fee for service)

► Identify volunteer area administrator

► Estimate workload and cost requirements (NRECA supports)

► Participating co-op leaders agree to share resources

► NRECA schedules external support resources if needed

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Introduction







Summary of training initiatives


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Timeline of Training Initiatives

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Area Administrator New Program Training – web conference

CEO New Program Orientation – web conference

Nov 18

Dec 14

CEO New Program Orientation – web conference

Jan 20

Area Administrator New Program Training – web conferenceDec 16

January

February

• Safety Improvement Plan - online course

• Performance Measurement - online course

March

• CEO Safety Management and Leadership Training

• Director Safety Training

• Communication and Facilitation Training for Area Administrators / safety professionals

• Safety Summit Conference

November2010 2011



Introduction







Summary of training initiatives

Navigational Flow – RESAP Site on Cooperative.com

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Safety

SafetyThis section is dedicated to providing safety programs and resources for electric cooperatives.

In this section:Best Practices *

Certified Loss Control Professional (CLCP) *

Federated Safety Articles *

Regulations *

Rural Electric Safety Achievement Program (RESAP)

Other Safety Resources

Safety Games *

Safety Photos *

Safety Presentations *

Training Materials *

Navigational Flow for Safety Resources

* As is currently posted49


RESAP Online System

Program Contacts:Bud Branham, NRECA Interim Safety Programs [email protected] Daniels, NRECA Safety Programs Coordinator703-907-6440 [email protected] Ginny Gettemeier Beauchemin, NRECASafety Programs Coordinator703-907-5744 [email protected]

RESAP Resources:

• Program Overview & Process

• Leadership Commitment

• Application & Assessment Forms

• Safety Performance Measures

• Safety Improvement Plan

• Self Assessment Forms

• Safety Articles

• Submit comments and questions

cooperative.com >> interest area >> safety >> resap

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mailto:[email protected]




Program Overview &

Process

Leadership Commitment

Safety Performance

Measures

• Program summary (.doc)• Program enhancements (.ppt)• FAQ (.doc)

• Leadership commitment overview & summary (.doc)

• Leadership Commitment Document for CEO/GM Signature (.doc)

• Guiding principles summary (.doc)• Example board resolution option

(.doc) • Example board policy options (.doc)

• Safety Performance Measurement Overview & Guide to Collecting Safety Statistics (.ppt)

• Vehicle Accident Rate Criteria & Definitions

• 2011 Performance Measurement Data Collection Form (.pdf)

• National Safety Statistics (.pdf)• Related Safety Performance Measures

Hyper-link Title Assigned Documents (file type)

Recommended Navigation Flow to Assigned Documents

51



Safety Improvement

Plan

• Safety Improvement Plan – Overview & Summary (.doc)

• Guide to developing safety improvement plan (.ppt)

• Safety Improvement Plan Template (.doc)• Safety Improvement Plan Examples (.pdf)• Safety System Elements (.doc)• Safety Program Examples (.doc)


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Hyper-link Title Second Level Third Level Assigned Documents (file type)

Self Assessment

Forms

On-site Assessment

Forms by Section

Other Assessment

Forms

Distribution-Transmission

G&T

Statewide

See next page

• Safety Culture Attributes (.pdf)• Front-line Leadership (.pdf)• Accident Investigations (.pdf)• Job Briefings (.pdf)


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Assigned Documents (file type)

• Warehouse & Storage Facilities• Maintenance and Repair Facilities

(.pdf)• Pole Yards and Outside Storage (.pdf)• Administration Buildings (.pdf)• General Vehicles < 10,000 GVWR

(.pdf)• Diggers, Aerial Devices, etc. > 10,000

GVWR (.pdf)• Misc. Equipment / Vehicles (Trailers,

etc.) (.pdf)• Head, Eye, Face, Hearing, Foot, Hand

PPE (.pdf)• Insulating Gloves, Sleeves, + Cover-up

(.pdf)• Flame Resistant Clothing (.pdf)• Fall Protection (.pdf)• Personal Tools and Personal Grounds

(.pdf)• Crew Visit (.pdf)• Substation (.pdf)• Overhead Facilities (.pdf)• Underground Facilities (.pdf)

• System Profile & Obs Team Details • Common Facility and Safety Equip• Generation Specific Safety Items• Employee Interview Questions• Personal Protective Equipment etc.• Administrative Buildings• Warehouse & Storage Facility• Plant Maintenance Facility• Mobile Equipment Maintenance• General Vehicles <10,000 GVWR• Diggers/Buckets, >10,000 GVWR• Misc. Vehicles (Trailers / Forklifts)• Truck and Personal Tools• ATVs, Snow Equip., Boats, etc.• Generator and Boiler Buildings• Precipitator, Baghouse, Scrubber, Ash• Water Treating and Conditioning• Coal Handling, Conveyors Other Fuels• Barge Operations & Maintenance• Railroad and Railcar Operations• Water Intake & Discharge Facilities• Hydro Electric Plants• Laboratory• Combustion Turbines• Pole Yards and Outside Storage• Substations and Switchyards• Overhead Lines and Structures• Underground Lines and Equipment• Vegetation Management• Work Site Visits with Employees

• Warehouse Areas, Storage Spaces, & Closets

• Maintenance Areas, Repair Space & Tool Rooms

• Facility Property and Outside Storage

• Administration Buildings• Passenger & Light Vehicles

<10,000 GVWR • Commercial and other vehicles

>10,000 GVWR • Misc. Equipment/Vehicles

(Trailers, etc.)• Head, Eye, Face, Hearing,

Foot, & Hand PPE• Flame Resistant Clothing• Team Guidelines and Process

Distribution–Transmission Sections (.pdf) G&T Sections (.pdf) Statewide Sections (.pdf)

Navigation Flow to Assigned DocumentsFrom previous

page

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General Safety Articles

• Attributes to Injury Free Culture (part 1) (.pdf)• Attributes to Injury Free Culture (part 2) (.pdf)• Attributes to Injury Free Culture (part 3) (.pdf)• Attributes to Injury Free Culture (part 4) (.pdf)• ASSE - Transforming Safety Culture (.pdf)• Role of Discipline in Leading Safety

Performance (by Branham) (.pdf)


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Hyper-link Title

E-mail directed to NRECA RESAP Team

Submit Comments & Questions

Feedback form to allow users to send comments and questions

• Assessment Criteria & Definitions (.pdf)• 2011 Application Form – Distribution-Transmission

(.pdf)• 2011 Application Form - G&T (.pdf)• 2011 Application Form – Statewide (.pdf)• 2011 On-site Observation Form – Distribution-

Transmission (.pdf)• 2011 On-site Observation Form – G&T (.pdf)• 2011 On-site Observation Form – Statewide (.pdf)

Application & Assessment Forms

Assigned Documents (file type)


56


Questions and Comments

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Backup Material


Key Questions

► What are the major changes?

► What am I committing to?

► What are my responsibilities within the process?

► What does my cooperative need to do?

► What resources are available to help me?

► What are the new program objectives?

► How will I know we are successful?

► What are the program expectation of my board, if any?

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