ISOSOFT. C hallenges SAFETY PROGRAMS. to effectively manage. The use of technology. S olution HEALTH AND SAFETY PRESENTED BY: SURINDER SEHDEV

Transcription

1 ISOSOFT HEALTH AND SAFETY The use of technology to effectively manage SAFETY PROGRAMS C hallenges S olution PRESENTED BY: SURINDER SEHDEV

2 OVERVIEW OF YORK REGION Two-tier municipal government structure Confederation of 9 municipalities providing services to: 850,000 residents 25,000 business with 395,000 employees Services provided by the Region include: transit, water/wastewater, emergency services, policing, long term care, public health, human services and growth management Approximately 3,000 employees York Region office locations (25-30) spread across a large geographical area: 1,795 km 2

3 HEALTH AND SAFETY CHALLENGES Three major operations departments Diverse work force in a large geographical area Different hazards requiring controls Different regulations to comply with Different procedures to train employees Communication of policies and procedures Corporate compliance Audits to identify gaps Line management progress reports New emerging challenges like SARS and West Nile

4 Examples of York workplaces

5 CHALLENGE Incident/accident reporting Technical assistance requests Policy & procedure management Audit implementation & follow-up Employee concern resolution A B C D E

6 A. Incident/Accident reporting

7 A. Incident/Accident reporting What? Train supervisors to conduct incident/accident investigations Submit reports to Ministry of Labor and WSIB Challenges include: Meeting reporting timelines imposed by the WSIB Ensuring appropriate investigation and follow-up Tracking statistics at a macro level to: Identify trends assists in prioritizing prevention efforts Generate reports for senior management and joint health and safety committees

8 B. Technical Assistance Requests What? Internal process for employees and supervisors to request hygiene sampling, ergonomic services, safety investigation, etc. Challenges include: Appropriate and timely investigations and recommendations

9 C. Policy/Procedure Management What? Communication of policies and procedures to all on consistent basis Challenges include: Logistics of communicating changes/updates Approvals process Accessibility of forms/policies/procedures/etc. to staff Timing for reviews not consistent

10 D. Audit Implementation What? External auditor identifies gaps for line management Recommendations are made to fill the gaps Implementation plan developed to address recommendations Challenges include: Monitoring progress of action items Holding management accountable for implementation Meeting deadlines, presenting reports

11 E. Employee Concern Resolution What? (I.R.S.) Internal process for employees to report their H&S concerns Not life-threatening situations Challenges include: Appropriate action and follow-up by supervisor Notification of H&S staff if issue not resolved

12 SUMMARY OF CHALLENGES All essential paper driven processes Paperwork is extensive! Tracking and following up on requirements and goals Communicating timely and accurate information Assisting departments & personnel Easy for items to fall through the cracks

13 Solution... Web Based Safety Management System Reduce paper overload and streamline reporting processes Automate tracking and notification of requirements and objectives Enable organization wide communication, tracking and reporting Retain all critical records for analysis and reporting Responsible person identified at all stages

14 Solution... Replace paper based forms & processes with web based equivalent Internal / External Communications Employee Concern Forms, Assistance Requests Accident / Incident Forms Document / Procedure Change Requests Field inspection reports (Bill C-45)

15 Date: Name: Supervisor: Description of concern: Health and Safety Concern Report Form Employee Department/Division/Branch: Branch/Division Head: Example: Paper Version of Employee Concern Form Recommended action: Employee describes concern and suggests corrective action Date Received: Response: Signature: Supervisor Date: Following corrective action Supervisor returns completed form to employee Employee Review Check one: Signature: Yes, I am satisfied with the response/action. Date: No, I am not satisfied with the response/action taken. Employee indicates if satisfied with response

16 Employee Concern form in ISOsoft

17 Electronic Management of Employee Concern

18 Solution ISOsoft manages these difficulties by: Recording accident/incident data and allowing for statistical reporting Maintaining a historical record of risk assessments, hygiene survey data and all measurement activities Monitoring the progress of on-going, long term safety project

19

20 Manage Monitoring and Measurement Activities

21 Setting Safety Goals/Objectives

22 How is all of this accomplished? The user does not have to find the data, the data finds the user! Notification My Tasks Manager s Dashboard

23 Automatic Notification notifications triggered automatically based on due date escalates to appropriate personnel if activities are not completed within specified timeframes

24 Escalating 1 st Notification: Person Responsible 2 nd Notification: Person & Supervisor 3 rd Notification: Person Responsible, Supervisor and Manager Elapsed time between notifications set by administrator

25 Manager s Dashboard provides snap-shot of all outstanding items - x indicates overdue

26 Compliance with corporate, stakeholder and regulatory requirements ensured by: Automatic tracking and notification for pending requirements Schedule and track target dates/frequencies, responsibility and work instructions Notify those responsible with automatic notifications with escalating urgency Record and archive historical records Only most current, controlled versions available when accessed Process approvals and document distribution through web based forms and notifications

27 Task Management Tasks assigned to individuals appear on My Tasks screen when they sign on to the system By clicking on the description the user can review additional detail about the task

28 Summary Web Based Safety Management Reduce paper overload and streamline reporting processes Enable organization wide communication, tracking and reporting Automate tracking and notification of requirements and objectives Retain all critical records for analysis and reporting Task Management Ensure all requirements are met

29 THANK YOU FOR YOUR ATTENTION.