OSHA Field Safety and Health Manual (SHMS)

CHAPTER 3. SAFETY AND HEALTH PROGRAM EVALUATION

  1. Purpose

    The objective of the Safety and Health Metrics/Tracking section is to provide a mechanism to measure and track the safety and health performance of all offices in the Region.

  2. Scope

    This section applies to all offices (Regional, Area, and District)

  3. Responsibilities
    1. The Regional Administrator is responsible for ensuring that:

      1. Managers set and track appropriate safety and health goals and objectives each year;

      2. Managers complete all required safety and health-related training and other activities for their staff as required by this Safety and Health Management System;

      3. Managers report and investigate all incidents, and complete all recommendations resulting from these investigations in a timely manner.

    2. Area Directors and Assistant Regional Administrators are responsible for:

      1. Setting, pursuing, and tracking safety and health-goals on an annual basis;

      2. Tracking and completing all required safety and health-related training and other activities for their staff as required by this Safety and Health Management System;

      3. Reporting and investigating all incidents, and completing all recommendations resulting from these investigations in a timely manner utilizing the Hazard and Incident Investigation Worksheets.

    3. The Regional Safety and Health Manager with the assistance of the Regional Safety and Health Committee is responsible for:

      1. Compiling and maintaining injury and illness records, incident reports, investigations for the Region and analyzing trends.

      2. Provide safety and health performance updates on a semiannual basis to the Regional Administrator which includes the status of:

        1. Progress towards safety and health goals;

        2. Percent completion of mandatory training;

        3. Percent completion of annual physicals;

        4. Percent completion of respirator fit tests;

        5. Percent completion of required annual exercises (e.g. Continuity Of Operations Plan, Shelter in Place Plan, Occupant Emergency Plan, Local Contingency Plan);

        6. Percent completion of required inspections (e.g. office inspections, vehicle inspections, SCBA inspections, etc.);

        7. Number of incidents investigated and percentage of timely reporting (within 5 days);

        8. Number of "open" versus "closed" action items list on the "Corrective Action Items" listing.

      3. Sharing recommendations and success stories on a quarterly basis to the Regional Administrator.

      4. Compiling information and data from the Hazard Report and Incident Investigation Worksheets from each office and providing updates on a quarterly basis to the Regional Administrator.

  4. Procedure
    1. Each office in the Region will be evaluated annually on the following metrics:

      1. Progress towards safety and health goals;

      2. Percent completion of mandatory training;

      3. Percent completion of annual physicals;

      4. Percent completion of respirator fit tests;

      5. Percent completion of required annual exercises (e.g. Continuity Of Operations Plan, Shelter In Place Plan, Occupant Emergency Plan, Local Contingency Plan);

      6. Percent completion of required inspections (e.g. office inspections, vehicle inspections, SCBA inspections);

      7. Number of incidents investigated and percentage of timely reporting (within 5 days);

      8. Number of "open" versus "closed" action items list on the "Corrective Action Items" listing.

APPENDIX A SAFETY AND HEALTH MANAGEMENT SYSTEM (SHMS)
SELF-EVALUATION

Note: Completion of this self-audit must include input from a team consisting of management and non-management employees. During the evaluation process, input from additional employees should be encouraged, and comments / recommendations / corrective actions noted. Upon completion, the evaluation shall be sent to the Regional Administrator and the Regional Safety and Health Manager.

  1. SECTION 1
    1. INJURY & ILLNESS RECORDS

      1. Who maintains the OSHA 300 and 301 forms?

      2. Was the OSHA 300-A completed and posted in the workplace?

      3. Was the OSHA 300-A signed by the Area Director/Regional Administrator?

      4. Last Year's Total Case Incident Rate (TCIR):

      5. Office_________ BLC NAICS Code - 541350___________

      6. Last Year's Days Away Restricted Transfer Rate (DART):

      7. Office_________ BLS NAICS Code - 541350___________

      8. Comments, Current Recommendations / Corrective Actions:

  2. SECTION 2 - SAFETY & HEALTH MANAGEMENT SYSTEM

    Element A: Management Leadership / Employee Involvement

    A-1. Commitment

    1. Is a signed U/M SHMS Commitment statement posted in your office for all employees?

    A-2. Communication / Employee Notification

    1. How is your overall safety and health policy communicated to employees?

    2. Do you have a designated safety and health coordinator(s)

    3. If so, what are their responsibilities?

    4. Has a safety and health committee that includes management and employees been established?

    5. How are comments or concerns regarding safety and health issues:

      1. Communicated / submitted by employees?

      2. Addressed or resolved by management?

    6. How is the resolution of an issue communicated to employees?

    7. How do you make employees aware of:

      1. The SHMS Program

      2. Results of self-inspections, evaluations, S & H audits, near misses, accident investigations?

    A-3 Participation / Responsibility / Accountability

    1. Give examples of managers' and employees' participation in safety and health related activities such as training, quarterly S & H inspections, and staff/team meetings.

    2. How are safety and health responsibilities, including specific tasks, assigned and communicated to employees?

    3. Give examples of delegated duties and process to assure completion / Accountability.

    A-4. Resources

    1. For the past year, give examples of resources, including time and money, devoted to the safety and health program.

    2. For the upcoming year, do you think these resources will increase, decrease, or remain about the same?

    A-5. Goals

    1. List next fiscal year's goals for your safety and health program.

    2. Have action plans been developed to accomplish these goals?

    3. List last fiscal year's goals and indicate if each goal was Completed (C), is in Progress (P), or was Withdrawn (W).

    4. Describe how employees are involved in the goals setting process.

    5. Once established, how are the goals communicated to employees?

    Recommendations & Follow-up Items for: Element A: Management Leadership / Employee Involvement

    List last fiscal year's recommendations and current status [(N/A), Completed (C), In Progress (P), or Withdrawn (W)]

    Question Number Recommendation Corrective Action Status
           
           
           
           
           
           

    List any Comments, Current Recommendations and Corrective Actions for Element A:

    Question Number Recommendation Corrective Action Due Date
           
           
           
           
           
           

    Comments:

    Element B—Worksite Analysis

    B-1. Routine Audits

    1. Describe the process for conducting and documenting routine safety audits of the office.

    2. How many safety audits of your office were conducted last year?

    3. What procedures are in place to assure identified hazards are corrected?

    4. what system is in place to identify and document routine safety and health hazards to CSHO's in the field?

    5. What are the steps that have been taken to ensure a preventative/predictive maintenance system is in place for the following:

      1. GSA Vehicle?

      2. Technical Equipment?

    6. When weas your office's safety and health program last audited by the Regional Office?

      1. Date of last audit?

      2. Were there recommendations?

      3. If so, how were they addressed

    7. Describe the annual review of programs such as lockout/tagout, bloodborne pathogens, and respirators.

    8. approximately how many CSHO monitoring samples were collected last year for your office?

    B-2. Hazard Review—Significant Changes / Contractor Activities

    1. Has a process been developed to review safety and health considerations when:

      1. Purchasing new equipment (field or office), furniture, PPE?

      2. Relocating office space?

      3. Developing new emphasis programs(s)?

    2. Describe the procedures to oversee the activities of service / nested contractors who perform work in your office or building.

    B-3. Accident/Incident Investigations

    1. What is the procedure for conducting, documenting and tracking accident investigations, near misses, first aid and recordable incidents?

    2. How are employees aware of these procedures and the importance of communicating the incidents to management?

    3. How are the results of the investigations communicated to employees?

    4. Are near misses submitted to the Regional Office by the end of each quarter?

    B-3. Pattern Analysis

    1. Which of the following does the office use to determine and analyze any the patterns of near misses, injuries and illnesses?

      ________ Results of accident and near miss investigations?

      ________ Employee concerns?

      ________ Quarterly office inspections?

      ________ SHMS self-evaluations?

      ________ Regional audits?

    2. Have there been any injury / illness or near miss patterns over the last three years?

    3. If so, what corrective actions were taken?

    4. Was the data shared with the employees and the Regional Office?

    Recommendations & Follow-up Items for: Element B: Worksite Analysis

    List last fiscal year's recommendations and current status [(N/A), Completed (C), In Progress (P), or Withdrawn (W)]

    Question Number Recommendation Corrective Action Status
           
           
           
           
           
           

    List any Comments, Current Recommendations and Corrective Actions for Element B:

    Question Number Recommendation Corrective Action Due Date
           
           
           
           
           
           

    Comments:

    Element C – Hazard Prevention and Control

    C-1. Engineering / Administrative Controls

    1. What feasible engineering controls are in place such as ergonomics, lighting, and walking/working surfaces?

    2. What administrative controls are in place such as work policies?

    3. What work practices controls are in place?

    C-2. Personal Protective Equipment

    1. Who conducted and certified the personal protective equipment assessment?

    2. Are employees involved in the assessment?

    3. Are appropriate types and sizes PPE available?

    4. Is PPE properly used?

    5. Is there a written PPE inventory?

    6. If so, how often is the inventory reviewed and restocked?

    7. How does the office verify that employees are using appropriate PPE?

    C-3. Emergency Preparedness / Health Care

    1. Does the Office have written procedures for and conducted annual training on:

      1. Emergency Action Plan?

      2. COOP?

      3. REMP?

      4. SIP?

    2. Are CSHO physicals and respirator fit testing up to date?

    3. How many staff members in the office are currently certified in:

      CPR? ________

      First Aid? ________

      AED? __________

    4. Does the office have a system to ensure the proper location, and availability (i.e. battery checks) of the AED?

    5. Describe any additional health care initiatives undertaken by the office?

    6. Describe the on-site and off-site access to First Aid and emergency treatment.

    7. Where is the first aid kit kept in the office?

    8. are first aid kits in each government vehicle?

    9. Is there a system in place to maintain and restock the first aid supplies?

    Recommendations & Follow-up Items for: Element C – Hazard Prevention and Control

    List last fiscal year's recommendations and current status [(N/A), Completed (C), In Progress (P), or Withdrawn (W)]

    Question Number Recommendation Corrective Action Status
           
           
           
           
           
           

    List any Comments, Current Recommendations and Corrective Actions for Element C:

    Question Number Recommendation Corrective Action Due Date
           
           
           
           
           
           

    Comments:

    Element D – Safety and Health Training

    D-1. SHMS Training

    1. Which of the following describes your office's SHMS training? (Mark all that apply)

      ________ Every chapter of the SHMS manual is reviewed annually

      ________ All chapters with annual training requirements are reviewed annually

      ________ New and updated chapters are reviewed annually

      ________ Specific (non-required) chapters were included in last year's training, including ________________________________________________

    2. Who maintains and tracks safety and health training records?

    3. Describe how employees are involved in the training process.

    4. Has the office completed all the mandatory training requirements?
      (Attach a copy of tracking sheet.)

    5. Describe additional safety and health or related training initiatives completed during the past year.

    Recommendations & Follow-up Items for: Element D – Safety and Health Training

    List last fiscal year's recommendations and current status [(N/A), Completed (C), In Progress (P), or Withdrawn (W)]

    Question Number Recommendation Corrective Action Status
           
           
           
           
           
           

    List any Comments, Current Recommendations and Corrective Actions for Element D:

    Question Number Recommendation Corrective Action Due Date
           
           
           
           
           
           

    Comments:

    This evaluation Report was prepared by:

    __________________________________________________________________________
    Management Representative

    __________________________________________________________________________
    Employee Representative

    Date:______________________

APPENDIX B SHMS MID-YEAR SUMMARY

SHMS MID YEAR SUMMARY
FY-2010 10/01/10 THRU 03/31/11

Activity Aur Cal Chn Peo FVM IL Cin* Civ Col Tol OH App Eau Mad Mil WI Ind Lan Reg All
LIFTS DATA
% of Required Training Completed                                        
% Fit Testing Completed                                        
% Required Annual Exercises Completed                                        
% Team Safety Goals Achieved                                        

Data Source: LIFTSV2 Data Base - data pulled April 20 thru April 24, 2009

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