Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de lassurance contre les accidents du travail WSIB Update - Advantage

Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de l’assurance contre les accidents du travail1

WSIB Update - Advantage Program & New Employer Guidelines

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

Program Requirements– 2011

Safety Groups Advantage Program


Program Requirements– 2011

The WSIB Board of Directors supported the extension of safety groups to firms that have exceeded 5 years in the Safety Group Program for a final year in 2011, with an exit strategy to:– Advance firms toward the proposed WSIB Accreditation– Develop a sustainable Health & Safety Management System (HSMS)– Allow firms to continue implementation of a continual improvement

plan beyond 2011.


Jan Feb Mar Apr May Jun July Aug Sep Oct Nov Dec

2011

ACTION PLANDUE: FEB 28

ADVANTAGEAPPLICATIONDUE: DEC 15

PROGRESS REPORT 1

DUE: SPRING

PROGRESS REPORT 2DUE: FALL YEAR END REPORTING

DUE: DEC 15

2011 Advantage Program Timeline

Guideline

ACTIONS:

Orientation / Leadership

Intro Auditor Training

Meeting #3

Complete Intro Auditor

Training or verify training qualifications

Submit completed

HSMS Audit Report to

Mgmt

Create written Standard for HSMS Audit

Mgmt develops Continual

Improvement Plan

Mgmt initiates Continual

Improvement Plan

Complete HSMS Audit

MEETINGS:

REPORTING:

Meeting #4 Meeting #5


Objectives

■ Design a single program for all Advantage Program firms in 2011,

■ Equip firms with tools that allow them to continue annual internal audits which should positively influence their safety culture,

■ Sustain the benefits of Safety Group participation for firms exiting the program after 2011 by recommending Sponsors implement a mentoring / networking method in 2011 or 2012, utilizing personal and/or on-line interaction social media networks, attendance at SG meetings, peer groups, websites, etc.


Firm Eligibility

■ Successful completion of 5 years in the Safety Group Program

■ *Advantage 2011 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.


Forms to be completed

■ Application Form December 15, 2010■ Action Plan February 28, 2011■ Progress Reports Spring & Fall 2011■ Year-End Report Checklist December 15, 2011


Resources / Tools Program Requirements

Advantage Program Forms Action Plan Progress Report Year-End Report ChecklistAudit training program

Intro to Auditing Case study taskCase study requirementsCase study policy

Senior Management Sign-off on Year-End Report ChecklistContinual Improvement Plan Sample2011 Advantage Program Timeline Guideline

1. Write Standard (policy / procedures of HSMS Review) - [internal audit] to include schedule of internal audit and continual improvement plan with assignment of responsibilities.

2. Identify qualifications for Auditor in standard and train / or verify qualifications are met;

a. Qualification standard: Audit Training3. Complete WSIB HSMS Review, including:

a. Documentation of supporting evidence for each requirement,

b. Documentation of findings and conclusions of conformance for each requirement, and

c. Documented evidence of senior management review of completed audit and continual improvement plan.

4. Written Continual Improvement Plan addresses all non-conformity findings, includes responsibilities assigned and timelines initiated.


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.


Mid-Year Progress Visits:

■ A review of the progress of the firm’s action plan will be conducted by WSIB SG Consultants during a mid-year progress visit on a sample number of Advantage firms in each group

■ Results of progress will be communicated to the Sponsor


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) Internal audit schedule with procedure and timelines

b) Assignment of responsibilities

c) Auditor training qualifications

■ Internal Auditor training 20%

a) Record of audit specific training

■ HSMS Review (internal audit) 20%

a) Completed WSIB HSMS Review (internal audit) with supporting documentation

■ Senior Management Sign-off

20%a) Verification of signature on current HSMS Review / Continual Improvement Plan

■ Continual Improvement Plan 20%

a) Verifies plan has been initiated based on timelines recorded.


Note:

■ The 2011 Advantage Program Timeline Guideline is a guideline only, however, all program requirements must be completed within the 2011 program year.

■ The firm must use the WSIB HSMS Review form to conduct the internal audit.

■ The firm may use a format of their choice for the Continual Improvement Plan.

■ The audit verifies that the WSIB HSMS Review has been completed and the review

references supporting documentation.

■ Firms are eligible for the rebate based on the submission of the Year-end Report

Checklist with attachments, verified by audit, if requested, and the terms and conditions of the application form


Documentation


Jan Feb Mar Apr May Jun July Aug Sep Oct Nov Dec

2011

ACTION PLANDUE: FEB 28

ADVANTAGEAPPLICATIONDUE: DEC 15

PROGRESS REPORT 1

DUE: SPRING

PROGRESS REPORT 2DUE: FALL YEAR END REPORTING

DUE: DEC 15

2011 Advantage Program Timeline

Guideline

ACTIONS:

Orientation / Leadership

Intro Auditor Training

Meeting #3

Complete Intro Auditor

Training or verify training qualifications

Submit completed

HSMS Audit Report to

Mgmt

Create written Standard for HSMS Audit

Mgmt develops Continual

Improvement Plan

Mgmt initiates Continual

Improvement Plan

Complete HSMS Audit

MEETINGS:

REPORTING:

Meeting #4 Meeting #5


2011 Advantage Program

■ Health and Safety Management System Review Form■ Action Plan■ Progress Report■ Year End Report/Checklist


Action Plan

■ Very similar to the previous action plans■ This is submitted to WSIB and signed off by Sr. Management

and JHSC■ This is your map for the year intended on keeping you on track


Sponsor Name: Completed By:

Firm Name: Title:

WSIB Account #: Phone:

Date: Email:

Required Elements Program Requirements Objectives for Year Responsibility Date(s)

(dd/mm/yyyy)

Written Standard: for WSIB HSMS Review

Set Standard Communicate Train Evaluate Continual Improvement

a) Internal audit schedule b) Responsibility assigned c) Auditor training qualifications

Internal Auditor Training: Identify qualifications for Auditor in standard and train OR Verify qualifications are met OR 3rd party Auditor

Option 1: Auditor selected Training Dates Scheduled Training Attended

Option 2: Verify current internal auditor qualifications meet program standard

Option 3: 3rd party auditor

WSIB HSMS Review

Complete WSIB HSMS Documented supporting evidence of

all finding

Senior Management Sign-off

Documented evidence of senior management review of completed WSIB HSMS & Continual Improvement Plan

Written Continual Improvement plan addressing WSIB HSMS Review findings

Identify all non-conformity findings Address each non-conformity with

assigned responsibilities and timelines initiated

Senior Management Signature:

Joint Health & Safety Representative (Optional)


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


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.


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


A.1 Management Commitment StandardEvidence/Notes Conformity Non-conformity

A.1.1The 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


A.2 Health & Safety Policy Statement Standard

Evidence/Notes Conformity Non-conformity

A.2.1The 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.

A.3 Legal Requirements Standard

Evidence/Notes Conformity Non-conformity

A.3.1The employer establishes and implements a process that:a. identifies all applicable legal requirements b. incorporates legal requirements into the health and safety

management systemc. evaluates that legal requirements are consistently metNote: Other requirements include Canadian Standards

Association standards, Ministry of Labour Guidelines etc)


Requirements for HSMS Form

■ You MUST complete the form– There is not an equivalency you have to enter the data into the actual

document to get credit for completion

■ You NEED to have documented evidence to have a conformity.

■ You CAN have a 3rd party complete the audit for you.


Progress Report

■ Requirement has not changed■ 2 progress reports per year■ Format has changed



Firm Name: Title:


Date: Email:

Required Elements Program Requirements Check of Current Status

of Program Requirements Responsibility

Date(s) (dd/mm/yyyy)

Written Standard: for WSIB HSMS Review










WSIB HSMS Review

Complete WSIB HSMS Documented supporting evidence of all

finding

Complete WSIB HSMS Documented supporting evidence of all

finding

Senior Management Sign-off



Written Continual Improvement plan addressing WSIB HSMS Review findings

Identify all non-conformity findings Address each non-conformity with assigned

responsibilities and timelines initiated

Identify all non-conformity findings Address each non-conformity with assigned





Year End Report

■ Requirement has not changed.■ Must be submitted by Nov. 15 2011■ Format has changed.■ No Maintenance of previous elements.


Year-end Report Checklist

*All Advantage firms submit the following documentation attached to the Checklist;

■ Written Standard 20%

■ Internal Auditor training record 20%

■ Completed WSIB HSMS Review (internal audit) 20%

■ Senior Management Sign-off HSMS Review / Continual Improvement Plan 20%■ Written Continual Improvement plan addressing HSMS Review

20%



Firm Name: Title:


Date: Email:

Required Elements Program Requirements Completed (Yes or No)

Check of required supporting documentation attached

Score 20% (Optional: completed & documents attached)

Written Standard: WSIB HSMS Review


Written Standard



Option 2: Verify current internal auditor Option 3: 3rd party auditor

Training Record

WSIB HSMS Review Complete WSIB HSMS Documented supporting evidence of all finding

Completed WSIB HSMS form

Senior Management Initiate Plan


Documentation of Senior MGMT

review of completed WSIB HSMS form & C.I Plan

Continual Improvement Plan Identify all non-conformity findings Address each non-conformity with assigned


Documentation of Senior MGMT C.I Plan addressing all non-conformities with assigned responsibilities and timelines initiated




Mid Year Visits

■ Random companies selected by WSIB■ Purpose is to verify progress


Changes effective 2011

Safety Group Guidelines 4th Edition


ChangesSponsor & WSIB Working Group reviewed and/or updated :■ All pages of current guidelines (except pages 9-16 )for opportunities to clarify, improve and update

information ■ Example, explained process for “Other Element Requests”

■ Each element’s five step requirements and element resources list.

New elements: ■ Leadership

– Procurement – HSMS – Legal requirements

■ Hazards – Ergonomics/MSD prevention

■ Controls – Slips, trips and falls– Preventing heat stress – Violence & Harassment (revised )


4th Edition Guidelines

■ As a member you need to– Read through the Guidelines (available electronically)– Read the element requirements for the elements you are

selecting for 2011– Refer to the Guidelines as the map for your year– Use the Guidelines as for verification of completion of the

elements

Documents

Workplace Safety and Insurance Board | Commission de la sécurité professionnelle et de lassurance contre les accidents du travail WSIB Update - Advantage