STEP 4 – EVALUATION

“Are we doing what we said we would do?”

5 1

4 2

3

Written StandardWritten Standard

CommunicationCommunication

TrainingTraining

EvaluateEvaluate

Acknowledge Success &Acknowledge Success & Make ImprovementsMake Improvements

5-Steps to Managing Health & Safety5-Steps to Managing Health & Safety

Evaluation - What does this mean?

1. Verifying that the company’s standards are still current and up-to-date to both:– Legislation and– Company business practices

2. Verifying that what is actually being done in the workplace meets the standards and company rules established in Setting Standards (Step 1).

““Is the workplace doing what it said Is the workplace doing what it said that it would do?”that it would do?”

WHY DO EVALUATION? Benefits of Evaluation

• Assess implementation of your element• Assess what’s working & what’s not working

–Identify “gaps” in your health & safety program

• Address workplace culture issues i.e. employee participation, supervisor support, functional JHSC

• Record review opportunity re: standards, communication & training

• Review accident/incident/near miss• Recommend improvements to H&S Program

Evidence of Evaluation

1.1. ASKASK

2.2. REVIEW / ANALYZEREVIEW / ANALYZE

3.3. REPORTREPORT

= EVALUATION

• Collection of Data – Consider What/Why, How,

When, & Who– i.e. Administer a Quiz to 50

staff.• Review or Analyze the data

collected– Consider Who, When & How?– i.e. Score the quiz & tabulate

the overall results and identified gaps.

• Reporting the Results– Consider to Who, When, How

& Where?– i.e. Quiz results are

discussed at JHSC and minutes posted.

Negative Results

• The results of the Evaluation indicates “Negative Results”– For this element, “the company is not doing what the

Standard expects it to do”

• Is this still Evaluation (Step 4)?

YES!YES!

• Negative results (or less than positive results) provide for “Opportunities for Improvement”.

• This is the importance of EVALUATION.

Best Practices

• Write method of evaluation in Standard ( who, what, how, where & when)– Include benchmarks in your written standards.– Set a schedule

• Use or Add-to existing methods for Evaluation:– Include on JHSC agenda to review elements -

Recommend actions; Record in JHSC minutes & Post; – Review elements at Management Meetings - Address

recommendations; Action plan to improve & Minute meetings;

– Use monthly Workplace Inspections - Complete checklist; Action items; Action taken; post results.

– Regular worker observations - Set schedule; Ask supervisors to keep log books/checklists; include in inspection; internal audit.

Program Requirementsfor Evaluation (Step 4)

• Document all forms of evaluation – incorporate into existing methods

• Aim to complete Evaluation by year- end. – If not, must complete by March of following year

(prior to spot checks starting).

• But - MUST have written plan of “how” element will be evaluated and completed by March to put “Y” on Year-end Report

Acknowledging Success & Making Improvements

Based on the results of your evaluation:– Recognize everyone who contributed to a

successful health & safety program by meeting & surpassing company standards, for example:

• Letter/memo from the president

• Newsletter

• Health & Safety awards or certificates

• Public recognition (i.e. coffee & muffins for JOHSC and/or employees)

• Performance Evaluations

– Accept negative evaluation results as opportunities for improvement - develop an action plan

Step 4 - Evaluation

10 Best Practices/Examples/Samples10 Best Practices/Examples/Samples1. Interview/survey employees2. Quiz 3. Scheduled workplace/site/shop inspections or

tours4. Joint Health & Safety Committee5. Management Team Review6. Internal audit7. Observations8. Checklists9. Injury/incident statistical analysis10.Third party review/audit

Group Workshop

1. In your group, discuss and plan how to EVALUATE the element provided.

2. Discuss how you will show EVIDENCE / DOCUMENTATION of the evaluation? (Remember: “ASK – REVIEW – REPORT”)

3. Discuss how you will acknowledge success or make improvements based on your evaluations.

4. A rep from your table will be asked to share the evaluation

plan with the group, and /or identify any group challenges.

Interview/Survey Employees

1. Determine your objectives 2. Address all elements simultaneously3. Identify required amount of participation 4. Develop list of questions relating to elements

and your objectives5. Questions can either be asked verbally one-on-

one with staff or by handouts

SAMPLE Interview/Survey EmployeesDo you know where the JHSC Yes Where:_______________________________Don’t know

Who do you notify if you need first aid treatment?Yes Who____________________ Don’t know

You suffer work place injury and will be absent from Work. List Responsibilities? __________________________________________________________________________________________________________________________

Employee QuizDetermine your objectives

Address all elements simultaneously

Determine participation level 100% (mandatory or voluntary)

Develop questions specific to objectives and elements

Questions?? quiz format, multiple choice, true/ false, fill in the blanks, etc.

SAMPLE: Quiz ExamplesIs PPE checked regularly for wear or defects, and replaced immediately if necessary?

Yes NoDon’t know

The hazard reporting procedures allows for immediate reporting and corrective action without waiting for the next round of regular inspections.

Yes NoDon’t know

Is the Health & Safety Representative selected by the owner?Yes NoDon’t know

Scheduled Workplace/Site/Shop Inspections

or Tour

• include all 5 elements in monthly inspection report/checklist

• ensure JHSC/representative or supervisor understands

• Ask questions of workers• Have JHSC review results and make

recommendations• Ensure recommendations are recorded in JHSC

minutes

Joint Health & Safety Committee

• JHSC must be an active participant in the safety group initiatives since the start of year

• Discuss at meetings/record in minutes

• Provide JHSC all pertinent information: meeting minutes, inspection reports, injury statistics, supervisor’s comments, training records, etc

• Discussion to identify areas of improvement for next year and areas of success

Management Review

• Management & supervisors must be aware and involved in safety group initiatives during the year

• Hold meetings ( quarterly updates) • Present to management team the progress of

the 5 elements and necessary documentation• Discussion

• Areas of improvement• Areas of success• Next years elements

Internal Audit

• Measure organization against external standards– Workwell Core Audit or corporate audit, CSA, other

guidelines

• Use entire audit or use portions of audit that apply to your element selection

Internal Audit

Sample Guidelines from Workwell Core Audit:

• Early & Safe Return to Work– Roles & responsibilities– Contact with injured worker– Medical monitoring and

treatment– Provisions for modified work– Re-integration of the worker

to regular work– Reporting requirements to

WSIB

• Action Required with Target Dates– policy required:

including roles & responsibilities

Observations

• Decide who and what will be observed• Physically observe activity being done

– lock-out/tag-out, Fork truck, Emergency Evacuation, Confined Space

• Conducted by supervisor and/or JHSC• Provide immediate feedback to employee• Can be used in conjunction with annual

performance reviews

SAMPLE Observation ExampleForklift Procedures Date:___________Observers’ Name: _________________ Operator: __________________________

Pre-Operation CheckGeneral Operation: operating around personnel, reversing, parkingload handling: pick-up, placement, stacking, re-stockingloading /unloadingoperational maintenance: refueling

Immediate Feedback:

Operator Comments:

Recommendations:

Checklist Format

• Identify in advance how and what will be evaluated

• Excellent resource document for year-end documentation

Checklist

• See SAMPLE Appendix C- Evaluation Form

Safety Group Evaluation Form Initial Year or Maintenance ElementSafety Element :

____________________________________________________________________Instructions: 1. Reviewers are to familiarize themselves with the Standard set in the

Working Instructions and determine that it is current, relevant and meets legislative requirements.

2. Reviewers are to conduct an evaluation to see that Standard is known and practiced in the shop.

3. Reviewers will observe practices, or interview sample employees to see that details in the element are known, employees understand the training that they were given, and that the work is being done according to the standard for the element.

4. Evaluate using at least one of the following:

RTW Self-Assessment Guide

RTW Self-Assessment Guidehttp://www.wsib.on.ca/wsib/wsibsite.nsf/LookupFiles/DownloadableFileRTWSelf_AssessmentGuide/$File/RTWSelfAssessment.pdf

Injury/Incident Statistical Analysis

• Opportunity to measure the impact of completed elements on the injury/incident rates in the workplace

• Consider using:– a historical comparison against previous years– a comparison by locations or branches within

business– a comparison to your rate group

SAMPLE Injury/Incident Statistical Analysis

• Analyze key indicators in your workplace:– Lost-time injuries– No lost-time injuries– First Aid– Near misses– Property Damage– Duration of WSIB claims

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1stQtr

3rdQtr

2003LTI's

2004LTI's

2005LTIS

Third Party

• Corporate auditor, health & safety association, safety group member, health & safety professional ( ergo, hygienist)

Benefits• Address all elements at same time• Auditor will provide insight and recommend

improvements