Welcome! To the Partnering in Safety Excellence Orientation on the - - PDF document

To the Partnering in Safety Excellence Orientation on the New National Safety Program Safety Professionals and Area Administrators Web Conference

Thursday, November 18, 2010

Recommended RESAP Changes – Pending Board Approval

Welcome!

Preliminary Presentation for NSAPE Recommendations (DRAFT ) 11.03.10– Internal Review Only

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Preliminary Presentation for NSAPE Recommendations (DRAFT ) 11.03.10– Internal Review Only

Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

Ginny Gettemeier Beauchemin

Today’s Moderator

4

Management Consultant, NRECA National Consulting Group

Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

Polling Question

► Which of these best describes your role in

cooperative safety?

• Co-op safety professional
• Co-op leader (CEO, GM, Operations Director)
• Statewide area administrator
• Other

5 Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

Henry Cano

Today’s Presenter

6

Senior Principal NRECA National Consulting Group

Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

Presentation Outline

Introduction/guiding principles

► 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

7 Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

New Program Name

Rural Electric Safety Achievement Program

8 Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010) 9

Assessment Planning Measurement

The Safety Cycle

Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

Key Changes

► Formal leadership commitment ► Safety improvement plan ► Annual self-assessment ► Refined performance measures ► Refinements to formal assessment

10 Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010) 11

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

Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

Presentation Outline

Introduction/guiding principles

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

12

Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

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

13 Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

CEO/GM decides to Investigate program entry (new entry/ desire more information) Leadership commitment Safety improvement plan Other program documents Reviews leadership commitment narrative and

• ther support documents

Print out PDF copy of LC for CEO/GM signature Cooperative.com RESAP page

Overview – Leadership Commitment (LC) Process

14

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

• Guiding principles
• Formal 3 year assessment
• Annual safety improvement plan
• Assess ongoing training
• Annual update of performance

measures

• 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 Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

Leadership Commitment ► Primary purpose of the leadership commitment is to:

• Emphasize and energize top leadership engagement towards

improving safety results.

• Provides an important “first step” for maximizing commitment at all

levels of the organization

• Provides a foundation for a continuous safety improvement process
• Not meant to imply that cooperative leaders have lacked

commitment in the past

• Emphasis on re-energizing and building momentum towards

future expectations

15

Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

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).

16 Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

Presentation Outline

Introduction/guiding principles 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

17 Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

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

► Optional approaches to on-site assessment:

• Unannounced
• Section-based assessment over pre-determined time period

18

Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

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

Section Total Questions Exceeds Satisfies All Satisfies Most Partially Satisfies Fails N/A Overall Evaluation (on-site team evaluation) Warehouse 10 3 3 6 1 Strong performance Vehicles 16 7 7 8 1 Generally 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 an overall standard evaluation for each section.

19 Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010) 20

Approach to Assessing Program Elements

Evaluation level definitions for each survey section: Assessment level definitions for each question:

Exceeds requirements Exceptional performance, well above program requirements and/or exceeds regulatory requirements Satisfies all requirements Meets all program requirements and satisfies regulatory requirements, 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

Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

Assessment Question - Example

On-site question – where regulatory standard applies

►

111.5.3 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

21

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.

Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

Safety Performance Measures

22

Measures Formula DART

Restricted, Transferred & Lost Work Day Cases x 200,000 Total Hours of Exposure

Loss Work Day Case Rate

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

Vehicle Accident Rate

Number 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.

Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

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)

23 Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

Data Collection Requirements

24

• Leadership Commitment Survey (new)
• Performance Measurement Survey (new)
• Distribution-Transmission Application Survey
• Generation Application Survey
• Distribution-Transmission Observation Survey
• Generation Observation Survey

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

► Co-ops will input data during the months of Feb - Mar 2010

• Providing data for prior three years (2010, 2009, 2008) *

► New co-ops will enter data when they enter the program

Completing the Performance Measurement Survey (new)

* Data history report from RESAP database will be available

Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

Data Collection Requirements

25

Data collected - Annually (OSHA 300A + Co-op Data) Number of fatalities Number of cases with days away from work Number of cases with job transfers or restrictions Number of other recordable injuries Total hours worked Vehicle accidents (co-op owned or leased) Number of miles driven Number of fatalities Type of accident Cause of accident Number of primary contacts Type of work Cause of accident Body part Number of secondary contacts Type of work Cause of accident Body part 2011 New RESAP Safety Collection Data

• 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.

Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

Polling Question

► Do you currently track miles driven?

• Yes
• No
• Not sure

26 Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010) 27

Program Assessment Summary Report – Cooperative Site

On-site observation team report 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

Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010) 28

Program Assessment Summary Report – Cooperative

• I. Safety Performance Measures Section

Comparative Performance Matrix

0.5 1 1.5 2 2.5 3 3.5 4 2005 2006 2007 2008 2009 2010 Cooperative Safety Performance - DART Cooperative Comparable Size Top Tier 0.5 1 1.5 2 2.5 2005 2006 2007 2008 2009 2010 Cooperative Safety Performance - Loss Work Day Case Rate Cooperative Comparable Size Top Tier 0.5 1 1.5 2 2.5 3 2005 2006 2007 2008 2009 2010 Cooperative Safety Performance -Vehicle Accident Rate Cooperative Comparable Size Top Tier

Year Three year average State Region Nation Comparison size Top Tier Cooperatives

DART Loss Work Day Case Rate Vehicle Accident Rate

Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010) 29

Program Assessment Summary Report - Cooperative

• II. Summary of Assessment Results

Summary of Assessment Results Matrix

Section Total Questions Exceeds Satisfies All Satisfies Most Partially Satisfies Fails N/A Overall Evaluation (on-site team evaluation) Warehouse 12 2 3 6 1 Strong performance Vehicles 18 2 6 7 2 1 Generally 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

Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010) 30

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

• utside

storage Diggers, buckets, etc. Miscellaneous vehicles Trucks and personal tools

Specifics comments from each related question grouped by each

• nline sections

Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

Presentation Outline

Introduction/guiding principles 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

31 Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

RESAP Online System

Program-Assigned Surveys

• Leadership commitment survey (new)
• Performance measurement & data survey

(new)

• Distribution-Transmission application survey
• Generation application survey
• Distribution-Transmission observation survey
• Generation observation survey

User Self-Assigned Surveys (new)

Surveys by observation sections:

• Administration buildings
• Warehouse & storage facilities
• Plant maintenance facilities
• Power tools & equipment

Other custom designed surveys:

• Safety culture
• Front-line leadership
• Accident investigation
• Job briefing

. . . . . .

Cooperative self- assessment options for selection and use

New Changes for Online System

• Screen tracks work activity status and

history

32 Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010) 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-assessment

Allow 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 System Self-assessment by section Cooperative records the results within the on-line system System saves results by date and Cooperative ID

Self-assessment

• utput report

Cooperative reviews self- assessment results and updates plan as needed

Overview – Concepts of Self-assessment Process

33

Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

Job Briefing Effectiveness – Self-assessment Criteria

Evaluatio n

Criteria

Each 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

34

Draft Example

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

Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

Presentation Outline

Introduction/guiding principles 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

35 Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

Polling Question

► Have you previously created and/or implemented a

safety improvement plan?

• Yes
• No
• Not sure

36

Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

Safety Improvement Plan Considerations for a safety improvement plan:

• Formalizes planned safety improvement efforts into a disciplined

continuous improvement cycle

• Emphasizes continually assessing the current state of performance

and prioritizing actions towards the greatest areas of improvement

• Provides a mechanism to increase employee involvement and

communications (clear goals and priorities)

• Flexibility is allowed for systems to build their own plans consistent

with their methods and philosophies

37 Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010) 38 Leadership commitment Application On-site observation

Online System Safety improvement plan

Safety Improvement Plan

Static web-based portal

Action plan template 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: static Future phase: interactive

Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010) 39

► 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 culture 2.Enhance safety support systems and training 3.Improve injury rates Annual objectives: 1.Assess leadership safety culture 2.Develop and implement a first phase employee safety training program 3.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 2 Broad high level goals covering three-period (to the next full assessment) 3 Annual objectives: What do we want to accomplish for this year? 4 Simple format to outline safety improvement plan initiatives or actions

Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

Scan Opportunities for Improvement

40

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
• rganization 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?

Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

Presentation Outline

Introduction/guiding principles 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

41 Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010) 42

Summary of New Program Procedural and Timing Issues

Jan Dec

2011

Mar Jun Oct Sep Aug Jul May Apr Feb Nov

LC = Leadership Commitment SIP = Safety Improvement Plan

Co-ops due for assessment 2011

• Complete LC and application in 1st

quarter Co-ops due for assessment 2012 & 2013

• Make LC in 2011
• Encouraged to create SIP using past RESAP results and other

program resources, or can wait until future assessment All RESAP co-ops

• Update safety measures
• nline for 2010, 2009 & 2008

CEO/GM’s recommit in the year of the next

• n-site assessment

Annual update each year thereafter

Complete on-site assessment

• Develop SIP within a reasonable

time following assessment results

Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

Availability of On-line Surveys

43

Available January 1, 2011:

• Leadership commitment survey (new)
• 2011 online application survey (modified)

Available January 18, 2011:

• On-site observation survey (modified)

– Distribution – Generation

• Performance measurement survey (new)
• Self Assessment Surveys (new)

– By onsite sections – Other custom designed surveys

Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

Presentation Outline

Introduction/guiding principles 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

44 Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

Safety Support Process

► State/group of cooperatives desire to participate but lack safety resources

• NRECA coordinates a “pool of support resources” (fee for service)
• Cooperatives identify volunteer area administrator
• Administrator creates a plan to estimate support requirements

(NRECA can support)

• Review plan and gains commitment from participating cooperative

leaders (agreement to share cost)

• If additional safety support is needed – administrator notifies NRECA

to schedule external safety support

• Area administrator schedules formal assessments per plan

45

Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

Presentation Outline

Introduction/guiding principles 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

46 Orientation on Enhanced RESAP, contents pending NRECA Board approval (Nov. 18, 2010)

Timeline of Training Initiatives

47

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 conference Dec 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

November

2010 2011

Preliminary Presentation for NSAPE Recommendations (DRAFT ) 11.03.10– Internal Review Only

How to Submit Your Question

Step 2: Click on the Send button. Step 1: Type in your question here.

Preliminary Presentation for NSAPE Recommendations (DRAFT ) 11.03.10– Internal Review Only