Facilities Management
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1 Duke University Last Update: 22 October 2015
2 Mission Our goal is 100% productivity through ZERO accidents and injuries and compliance with all Environmental, Safety and Health (ESH) requirements Supported By Programs Audits Training Based On Management Leadership, Team Participation, Personal Ownership 2
3 ESH Goals Programs 100% OSHA compliant Processes documented Fully integrated with day-to-day business Monthly Functional Area Safety Committee meetings Qtrly FMD Safety Committee meetings Audits One Safety Audit per employee per month, including Management Audit actions communicated & resolved Perform annual ESH Program Review Training All employees have an ESH training plan Training compliance at all times >95%; Goal 100% 3
4 Duke University Based On...
5 Keys to Success: Management Leadership, Team Participation, Personal Ownership - A TEAM Effort All levels of organization must be focused on maintaining a safe & health-conscious workplace Management must take the lead and demonstrate its commitment Teams must work together to understand the importance of and implement all programs related to their areas and jobs Each individual must take personal ownership for their actions and understand their responsibilities related to ESH 5
6 Based On... Management Leadership Management Team responsibilities: Provide visible involvement in implementing the program Establish and communicate a clear goal(s) for the ESH program and objectives for meeting that goal Understand ESH program requirements for their teams Participate in monthly Safety Audits Assign and communicate responsibility for all aspects of the programs Provide oversight for and be accountable for results of the team Hold others accountable for their responsibilities Lead Functional Area Safety Committee 6
7 FMD Functional Area Safety Committees Mission Proactively manage environmental, safety, and health programs related to the Departmental Team by promoting activities that prevent incidents. Track ESH performance metrics, initiate plans and assign actions to ensure a safe workplace and to reduce our impact to the environment thru optimization of all resources. Membership Department Director Committee Chair Department Managers & Supervisors Shop/area representatives FMD Safety Representative OESO as needed Meetings Monthly 30 min - 1 hour Standard Agenda Review all incidents from prior month Review ESH (i.e. DART) Metrics Review Training Metrics Review Internal Audits Review Team Audit Schedule/Results Review Safety Initiatives Underway Review/Update Current/Ongoing Safety Items 7
8 FMD Safety Committee FMD Safety Committee meets quarterly 2 nd Tue of Jan, 3 rd Tuesday of Apr, Jul, Oct Attendees/Members: Intended: Shop/Area safety representatives (non-spvr/mgr) Anyone can attend Same agenda format used as in functional areas 8
9 Based On... Management Leadership Supervisor and/or Team Leader responsibilities: Directly responsible for safety and well being of employees they supervise Must demonstrate, through words and actions, they are genuinely concerned about the safety and health of all their employees Insist that good ESH practices be followed at all times - Set the Example! Participate in Safety Audits of their areas each month Identify and communicate hazards for resolution Develop specific operating safety procedures for their areas as necessary Ensure compliance with all ESH standards and regulations by employees, contractors and visitors Investigate all incidents and near misses in their area, identifying the causes, and taking corrective measures to prevent recurrence Conduct weekly ESH meetings for all their people Take immediate remedial action when a severe hazard develops, and, if conditions warrant, discontinue the operation until the condition is corrected Report all on-the-job injuries immediately to OESO via the Supervisor online web report, Report of Work-Related Injury or Illness (Form A-016), within 24 hours of the incident 9
10 Based On... Team Participation Team responsibilities include: Understand ESH program requirements for their job tasks and work areas. Ask: What might this entail? Support one another in developing safe work practices Speak up when or if a team member is not adhering to good ESH practices Help each other in achieving ESH goals 10
11 Based On... Personal Ownership Employee responsibilities: Ensure actions are in compliance with ESH requirements Perform one Safety Audit per month or as designated Report any unsafe acts or conditions immediately to the supervisor or FMD Safety Attend, complete and understand required ESH training Report all on-the-job injuries immediately to OESO via the Employee online web report, Report of Work-Related Injury or Illness (Form A- 016), within 24 hours of the incident Upon returning to work, report any non-work injuries or illnesses that could affect their performance, health, or safety on their job 11
12 Duke University FMD ESH Management Plan Supported By...
13 Supported By... FMD ESH Programs FMD ESH Written Safety Programs What they are? What external requirements are we trying to meet? What we are trying to accomplish? Program Development How programs are developed? How are new programs or changes reviewed? Program and Supporting Forms Availability: FMD Website For FMD Employees: Safety 13
14 Supported By... FUTURE: FMD ESH Annual Program Review Program Reviews: Plan: An internal audit of each program will be completed once a year for each FMD functional area: Assign a Champion for each program Have a Champion review program requirements Utilize OESO/FMD Safety personnel as resources Identify gaps in performance vs requirements Develop Corrective Action Plan Close gaps Present findings to Safety Steering Committee and respective Functional Area Safety Committee ESH Annual Program Review templates: G:\Safety\FMD Safety Programs\Templates 14
15 Supported By... Monthly FMD Safety Audit Increase the general awareness of team members to successful Environmental, Safety, and Health practices and to ensure a safe and environmentally sound workplace by: Ensuring each employee is performing a monthly Safety Audit to ID unsafe acts and conditions of a work area or a job in progress Recording observations of ESH related unsafe acts and conditions Correcting unsafe acts or conditions on the spot if possible Documenting and tracking all items until correction in a timely manner Reviewing the information submitted with team members This is NOT a substitute for any existing ESH incident reporting or response practices at Duke FMD Safety Audit Program: G:\Safety\Safety Audits\Shop Audit Checklists\FMD_Safety_Audit_Checklist_w_descriptors 7Jun10 Facilities Ops: Assigns and Tracks in EAM DUES, Landscape Svcs, H/K, OPM: Track via spreadsheet 15
16 FMD ESH Training: Supported By... ESH Training How are employee ESH training requirements determined? How is compliance tracked? Process for training new employees? What is Safety? SAFE, RIGHT, FAST Training process and tracking documents: Safety Training Matrix: G:\Safety\Safety Training\Safety Trng Compliance Reports fm OESO DART Compliance: G:\Safety\OESO\Work Related Injuries_Illnesses\Reports 16
17 Incident Reviews and Investigations All incidents are formally reviewed by FMD Safety A-016s and FMD Safety Incident Review Form used Meeting w/spvr, employee, and FMD Safety (and union rep if requested) Notify supervisor and director of findings, recommendations, trends, as warranted Incident Investigation to be conducted, as the situation warrants 17
18 Supported by FMD ESH Metrics Monthly OSHA Recordables by functional area/department Covered at monthly safety committee mtgs Quarterly DART rates by functional area/department Safety training compliance percentages sent out 1st of month Monthly Workplace Audit compliance percentages by functional area and FMD Spreadsheet example provided to functional areas Monthly Workplace Audit Action Items completed, open, & past due 18
19 Supported by FMD Safety Lead development of FMD ESH Programs Enable FMD management & their ESH Program Champions to sustain the requirements of their assigned ESH programs. Implement approved program enhancements to include written procedures and safer work practices. Maintain ESH documentation on server and FMD website Manage the Annual ESH Programs Review Process Support the FMD Safety Audit Program Manage the FMD ESH Training Program Manage the FMD ESH Training Schedule. Ensure proper courses are individually assigned and/or by shop/area. Instruct/coordinate instruction of ESH courses to FMD personnel Primary contact to OESO, including assisting with various program elements such as respirator training, fit testing, asbestos training, audiograms, noise monitoring, forklift training, etc Attend work group (Qtrly Duke Worker's Compensation Advisory Committee, Monthly Duke Safety Committee) communications meetings to give updates on ESH projects and monthly safety topics Lead Monthly Functional Area and FMD Safety Committee quarterly meetings Oversee use of outside ESH consultants Lead Safety Incident Review investigations Respond to on site ESH issues upon request Present to and provide updates to Quarterly FMD Safety Steering Committee 19
20 Supported By... OESO Technical Support Programs Provide technical assistance to FMD on ESH programs content and implementation Schedule & conduct annual Emergency Fire and Evacuation Drills. Training Provide ESH Training Requirements to meet OSHA, ANSI, NFPA, other federal, state, and university guidelines Provide ESH Training classes Track training compliance and provide training metrics Audits Perform periodic work area inspections General Capital Project Support Provide Environmental & Safety review Provide primary ESH representation at work planning meetings and Construction Project meetings to provide ESH direction or approval. Review construction drawings for safety compliance and concerns. Provide ESH DART Metrics, types of injuries metrics, etc. Share relevant incidents from other areas at Duke Serve and advics on FMD Safety Committee Provide ESH Awareness Monthly Safety Topics, Bulletins, Compliance Issues Represent FMD interests at OESO and University level 20
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