Title: WORKWELL AUDIT The Clarington Experience A presentation to the Ontario Health and Safety Association
1WORKWELL AUDITThe Clarington ExperienceA
presentation to the Ontario Health and Safety
Association ConferenceOctober 28, 2008
"HOW MUCH TROUBLE ARE YOU IN"
Franklin Wu, M.A.O.M.Chief Administrative
OfficerMunicipality of Clarington
2Outline of Presentation
- WorkWell Audit Overview
- The Audit Elements and Scoring System
- How Clarington prepared for the Audit
- Audit Results and Post Audit Improvement
3What is WorkWell Audit?
- WorkWell is a Health Safety Performance
Evaluation (not financial) - Employers HS Performance assessed by WSIB based
on past performance - Employers accident/injury statistics analyzed by
WSIB - WSIB states firms with a high number of claims,
and/or high claims costs, are at greater risk of
- a) experiencing future workplace incidents
- b) a higher insurance premium
4Two Types of Employers
- Schedule 1 Employers operate under the
collective liability insurance principal - Schedule 2 Employers are individually responsible
for the full cost of the accident claims filed by
the employers workers
5WorkWell Program
- Identification of high risk employer
- Employer notified of Health and Safety evaluation
- Evaluator
- Examines workplace Health and Safety Program
(policy, procedure) - Observes practices and procedures in action
- Tours workplace
- Conducts random interviews with workers on site
6WorkWell Program (contd)
- Complete Report
- Indicates overall scores
- Identifies existing health and safety components
- Identifies areas requiring improvement
- Re-evaluation
- Required for company failing to achieve the 75
score - Provided six (6) months before re-evaluation
- Financial Consequence for Failing 2nd Audit
- Additional premium charge ranges from 10 - 75
of the companys base annual premium, depending
on extent and seriousness of the health and
safety gaps
7Municipality of Clarington Schedule 1 Employer
- Population 80,000 Workforce 550 full
part-time - Rated under Group 845 (local governments,
conservation authorities, and band councils) - Premium Cost - 1.70 per 100. of insurable
earnings - 2007 Premium - 338,609
- Premium fluctuates annually to reflect amount of
claims for the rated group - Refund/surcharge on premium depending on annual
performance of individual employer
8Audit Elements
- Health Safety Policy (40 pts)
- Employer commitment
- Employer, supervisor, worker responsibility
- Dated, signed and posted
9Audit Elements (contd)
- 2(a) Health Safety Responsibilities (105 pts)
- Managers, Supervisors, Workers,
- Supplied Labour, Contractors and Visitors
- 2(b) Safety Co-ordination (15 pts)
- Assignment of duty, individual trained
- Process and equipment purchases/modifications
10Audit Elements (contd)
- 3. Posted Health Safety Material (55 pts)
- OHSA, Industry Regulation, WHMIS Regulations,
Designated Substances, Material Safety Data
Sheets, Explanatory material, Emergency Services
and numbers, Reports, other
11Audit Elements (contd)
- 4(a) Hazard Identification Control (90 pts)
- Identification of Hazards, Implementation of
controls, Safe operating procedures - 4(b) Standards of Procedures (110 pts)
- Illness/injury reporting, hazard reporting,
emergency evacuation plan, Emergency equipment,
refusal to work, Lock-out, Confined Space, Hot
Work
12Audit Elements (contd)
- 5(a) Health Safety Representative(15 pts)
- Selection, Recommendations
- 5(b) Health Safety Committee (35 pts)
- Composition, Selection, Posting of Members names
and work locations, Meetings, Recommendations to
the Employer
13Audit Elements (contd)
- 6. Health Safety Education/Training (160 pts)
- Training needs review, Applicable legislation,
WHMIS, Designated substances, Employer required
certifications/ competencies, Material handling,
Employee Orientation, Promotion/transfer
Orientation, Initial Job Instruction, Planned
Health Safety inspections, injury/incident
investigation, Health Safety Committee/worker
representative, Emergency Preparedness and
response, personal protective equipment use and
maintenance.
14Audit Elements (contd)
- 7. First Aid (50 pts)
- Availability of first aid kits, required
components, Number of qualified First Aiders,
works in vicinity of kit, first aid treatment
recorded, First Aid Certificate posted, First Aid
Kit Inspection record, stretcher and blanket,
First Aid room, transportation to MD/hospital/home
15Audit Elements (contd)
- 8(a) Management Inspections (45 pts)
- Responsibility assigned/schedule established,
Employee contacts and/or observations, Use of a
standard recording system, Reporting, Follow-up - 8(b) Health Safety Committee Inspections (45
pts) - Responsibility assigned/schedule established, use
of standard recording system, Worker and
supervisor contacts, Inspections reviewed by
senior Management, Follow-up - 8(c) Operator Pre-use Inspections (35 pts)
- Equipment to be inspected, Schedule, Standard
recording system, Corrective action, Follow-up
16Audit Elements (contd)
- 9. Preventative Maintenance (30 pts)
- Equipment inventory list, standards to be met,
schedule, standard recording system, inspections
by qualified person, review of program
17Audit Elements (contd)
- 10. Accident/Incident Investigation (50 pts)
- Investigation/review of injury/incident,
Investigator(s), Assessment of the scene,
Interviewing, Identifying contributing factors,
Report, Recommendations for corrective action,
Recommendations acted upon, Recommendations are
communicated, Notification requirements
18Audit Elements (contd)
- 11. Senior Management Team (95 pts)
- Initiates HS continuous improvement plan, Review
the HS program, Responds to HS rep/committee
recommendations, Established an HS communication
program, Integrates HS into all aspects of the
organization, Records HS program changes,
Regularly encourages off-the-job HS activities
for all workers, Senior Management performs
workplace inspections
19Audit Elements (contd)
- 12. Early Safe Return to Work (30 pts)
- Roles and Responsibilities, Contact with injured
worker, medical treatment and monitoring,
Provisions for modified work, Re-integration of
the worker to regular work, Reporting
requirements to WSIB
20WorkWell Audit Scoring
- The total points available is 1005 points
- Passing score is 75 / 754 points
- For each audit element, less than perfect score
is assigned a ZERO
21WorkWell Audit The Clarington Experience
- Why Clarington was selected
- Responsibility of the CAO
- Preparing for the Audit
- The Audit and the Results
- Success Factors
22Why Clarington was Selected for Audit
- WSIB identified Clarington with a high number of
claims above rate group average - Average injury rates for Group 845 is 5.78 per
200,000 hours worked - Clarington was identified as high risk with an
8.85 rating - July 2005, WSIB selected Clarington for Audit
given six (6) months to get ready
23Need for Action
- Do Nothing is not an option
- CAO is ultimately responsible for all
organizations Health and Safety matters
24Reasons to Get Serious
- Financial bottom line premium surcharge for
failing second audit - Personal liability Bill C-45 makes you (who
directs others in their work) criminally liable
if you fail to take reasonable steps to prevent
bodily harm in the workplace - Moral/leadership responsibility owe it to your
employees to create and promote a healthy and
safe workplace regardless - The Buck Stops Here
25The Audit Preparation Project Plan
- Major undertaking (12 audit elements, almost 100
components) - Strategy use a project planning approach
- Five (5) basic steps
- Get goals and deliverables
- Form Project Management members/team
- Assess current situation and identify issues
- Detail tasks and breakdown work assignment
- Execute plan and track progress
26Step 1 Set Goals (What do we want to achieve?)
- To pass the Audit on the first trial
- To make Health and Safety a priority of the
organization
27Step 2 Establish Audit Preparation Project
Team (Who drives the Project?)
- CAO acts as Project Manager
- Project team members include
- 2 Co-chairs of the Health Safety Committee
- Safety Officer
- Human Resources Manager
- One employee from each Department
28Step 3 Assess Current Situation and Identify
Major Issues (Where are the deficiencies/potential
threats?)
- Are there any policies/procedures gap?
- Are employees familiar with workplace Health and
Safety matters? - Are employers trained and ready for the audit?
- Is 6 months timeframe sufficient to get ready?
29Step 4 Identify Major Tasks
- Project Team Members undertook to
- Engage the Auditor
- Educate team members
- Launch an employee communication campaign
- Develop and implement a comprehensive training
program - Perform work audit
30Task 1 Engage the Auditor
- Seek understanding/clarification
- Explore helpful hints/tips
- CAO participated in meeting
- Request extension
31Task 2 Educate Team Members
- Audit Preparation Team Members must be fully
familiar with every facet of the Audit
requirements - Learn from other organizations that went through
a recent audit - Identify success/failure factors
- Aware of partially correct answer zero score
32Task 3 - Engage the Employee
- Components of a Communication Strategy
- Extensive use of intranet with messages from CAO,
e.g.. Explanation of the audit, organization goal
and priority to pass audit - Regular e-mail from CAO office re audit
preparation update and other safety messages such
as safety training availability and opportunity - WorkWell Audit team empowered to deliver the
safety message e.g. Health/Safety a regular
agenda item at all staff meetings - Regular safety tips through pay stub insert
33Task 4 - Develop a Comprehensive Training Program
- Review current training needs, identify gap
- Update training program
- Step up basic training such as WHMIS, first aid,
safety policy orientation, use of protective
equipment, accident report procedure etc. - CAO and Department Head participated in basic
training to reinforce leadership/commitment
34Task 5 Conduct Mock Audit
- Call in outside expert
- Test readiness
- Seek last minute improvements
35(No Transcript)
36Audit Results
- Two/three day audit process conducted in May,
2006 - Municipality of Clarington achieved a 100
perfect score
37Municipal Health and Safety Association Report
Vol. 2, 2006
- The Municipality of Clarington proves 100 WSIB
WorkWell Audit can be achieved - Believed to be first workplace in Ontario to
achieve a perfect score
38Post Audit Improvements
- Provided a Health and Safety Manual for all Staff
- Enhanced Health and Safety Policies to 32
- Implemented continuous improvement plan including
regular Health and Safety trainings and increased
awareness - Reward through Employee Recognition Program
39Recorded Lost Time Incidents
- 2001 9 LT
- 2002 9 LT
- 2003 7 LT
- 2004 15 LT
- 2005 12 LT
- 2006 5 LT
- 2007 7 LT
40WSIB Premium Refunds
- 2001 - 13,540
- 2002 - 2,527
- 2003 - 26,086
- 2004 - 30,940
- 2005 20,905
- 2006 41,681
- 2007 - 64,232
- Adjusted in 2002 for 11,244 Payout
adjustment in 2002
41Post Audit Observations
- WorkWell Audit a wake up call
- WorkWell is not an end-point program but an
on-going process - Work still underway and will always be part of
municipal culture - Long term goal to reduce WSIB premium by ensuring
premium refund situation annually
42Success Factors - 100 Score Did Not Happen By
Accident
- CAO leads by example
- - participates in training side by side with
workers - - champion and lead project throughout entire
process - WorkWell Team/Members empowered to get the jobs
done - - systematically covers all the bases
- - tasks clearly defined, progress tracked and
job gets done - Employees were engaged early in the process
- - Communication strategy was executed
effectively - Document, document, document
- External Assistance
- - When in doubt, seek help
- - Learn from others build rapport with Auditor
conduct mock audit
43- Wu, Franklin (Summer 2007). How Safe Is Your
Workplace? WorkWell Audit The Clarington
Experience, Public Sector Digest, Ontario,
Canada
44Questions?
- Franklin Wu, C.A.O.
- Municipality of Clarington
- 40 Temperance Street
- Bowmanville, ON
- L1C 3A6
- 905-623-3379
- cao_at_clarington.net