Safety and Health Accident Reduction Plan Office of Environmental Health and Safety
Purpose The Safety and Health Accident Reduction Plan (SHARP) is intended to provide the Los Angeles Unified School District s (LAUSD) management with an objective method to evaluate division specificenvironmental Health and Safety and Risk Management programs, including liability claims, occupational safety, and workers compensation claim performance. In addition, the SHARP provides Division management with a systematic risk based planning process. The program involves the development and implementation of an annual occupational safety and health and liability loss control planning and objective completion tracking tool. The development of the SHARP is a joint effort by the Office of Environmental Health and Safety (OEHS) and your management team. General Information In order to reduce the burden to the general fund that occurs when employees are injured on the job, District staff can evaluate accident and loss trends and implement specific loss prevention and incident avoidance strategies. In order to develop Division or site specific strategies, management can develop a SHARP during each fiscal year, consisting of three principal parts: 1) Overview of organization (Educational Services Center, site and/or Division) current safety and loss control activities; 2) Statistical Performance Goals; and 3) Safety and Loss Prevention Objectives, including project descriptions with target completion dates. The following should be considered when preparing an annual SHARP: All necessary statistical performance data willbe provided by OEHS, upon request. Goals and objectives should focus on critical safety and loss control issues that result in liability or employee related loss. The organization should develop five to seven objectives with appropriate, clearly defined project activity description(s) to reduce potential liability or loss. Objectives should focus on solving the safety and loss control issues within the organization. Statistical goals must demonstrate plan effectiveness to be evaluated according to the successful completion of these objectives. Do not focus on routine or maintenance type projects/activities (i.e., monthly inspections, monthly safety meetings, etc.) unless there is a need to restructure the project activities to improve performance. Senior Management should approve each plan and conduct mid year performance reviews versus plan objectives. Once participating in the program, organizations are requested to submit an annual SHARP plan to OEHS by August 30 of each year. In addition, for the program to be fully effective organizations are requested to submit both mid year (July 1 through Dec 31) and year end (July 1 through June 30) status reports to OEHS. OEHS and the Division of Risk Management and Insurance Services (DRMIS) staff is available for assistance in evaluating organization exposures/risk and providing consultative support to completethe Division SHARP. Safety and Health Accident Reduction Plan (Version 2.0) Page 2
Los Angeles Unified School District Safety and Health Accident Reduction Plan This Safety and Health Accident Reduction Plan describes risks, trends, and mitigation measures planned to address these issues. Safety and Loss Prevention issues are identified through evaluations of business operations and review of claim trends. Fiscal Year 2013 14 Division: APPROVALS: Educational Services Center/ Signature Date Division Head Director OEHS Signature Date Safety and Health Accident Reduction Plan (Version 2.0) Page 3
Safety and Health Accident Reduction Plan Overview of Organization Safety and Loss Prevention Program Division Point of Contact: OEHS Safety Officer: Name Insert a brief description of the Division, hazards/exposures, and its safety and loss control Programs (use as much space as necessary). Safety and Health Accident Reduction Plan (Version 2.0) Page 4
Safety and Health Accident Reduction Plan Performance Data and Statistical Goals/Trends Data provided by OEHS 1. Occupational Safety and Health Performance Measure CY 1 2010 CY 2011 CY 2012 3 Year Average Total number of recordable cases 2. Total Incident Rate 3 Benchmark: LAUSD Total Incident Rate 4 Lost Workday Rate 4 (Number of cases) Benchmark: LAUSD Lost Workday Rate Lost Workday Case Rate 4 (Days away from work) Benchmark: LAUSD Lost Workday Case Rate 1. The OSHA recordkeeping process is based on Calendar Year (CY). 2. This information is available from the Organizational OSHA 300A log(s). 3. Number of OSHA recordable claims times 200,000 divided by the total hours worked. 4. Can be calculated using the Cal/OSHA Form titled: Calculating Injury and Illness Incidence Rates. 2. Workers Compensation Claim Performance Measure FY 2010 11 FY 2011 12 FY 2012 13 3 Year Average Number of new Workers Compensation claims filed during the period. Number of open and re opened Workers Compensation claims as of June 30. Total Workers Compensation expense paid during the period. Number of employees 1 as of June 30. Workers Compensation Claims Report Rate (number of claims reported per 100 employees 2 ) for the period. 1. Number of employees is the sum of currently filled full time and part time positions. 2. Number of total claims filed times 200,000 divided by the total hours worked. Safety and Health Accident Reduction Plan (Version 2.0) Page 5
3. Liability Claim Performance Completed only if Division is developing objectives to reduce liability related losses. Measure 3 Year FY 2010 11 FY 2011 12 FY 2012 13 Average Total number of all claims. 1 Number of General Liability claims. Total indemnity paid 2 for General Liability claims. Total legal fees and costs paid 2 for General Liability claims. Number of Vehicle Liability claims. Total indemnity paid 2 for Vehicle Liability claims. Total legal fees and costs paid 2 for Vehicle Liability claims. Total indemnity paid 2 for all claims. Total legal fees and costs paid 2 for all claims. Total Outstanding Liability (total reserves) for all claims. 1. Number of claims is the total of all claims (including all suffixes) entered into the District s Liability Claims Information System during the fiscal year. 2. Total paid is based on transaction dates within each fiscal year as listed in the Districts Liability Claims database. 4. Division Cost of Risk (Total cost of Loss) Optional Measure 3 Year FY 2010 11 FY 2011 12 FY 2012 13 Average Division operating budget. Total Workers Compensation expense paid during the period. Total Liability cost paid during the period. Total Workers Compensation and Liability cost paid during the period. Division Cost of Risk (% total paid/operating budget). Note: Statistical data will be provided by OEHS, upon request. Safety and Health Accident Reduction Plan (Version 2.0) Page 6
Safety and Health Accident Reduction Plan Safety and Loss Control Issues, Plans, and Mitigation Measures SAFETY AND LOSS CONTROL ISSUE #1 Issue: Safety and Health Accident Reduction Plan / Mitigation Measure: Responsible Party: Completion Date: SAFETY AND LOSS CONTROL ISSUE #2 Issue: Safety and Health Accident Reduction Plan / Mitigation Measure: Responsible Party: Completion Date: Add additional space if more issues are being reported Safety and Health Accident Reduction Plan (Version 2.0) Page 7
Example SAFETY AND LOSS CONTROL ISSUE #1 (example) Issue: Division has no document process to trend and evaluate loss related data Safety and Health Accident Reduction Plan / Mitigation Measure: Establish an OEHS performance data collection process. OEHS point of contact will work with department finance and operations management to develop, track, and report key OEHS performance measures to executive management on a monthly basis. Performance measures to include safety, workers compensation, liability claims, and vehicle safety measures. Responsible Party: Jane Doe, Administrator of Operations Completion Date: Monthly report will be developed, approved, and distributed by December 1, 20XX (for October 20XX period). SAFETY AND LOSS CONTROL ISSUE #2 (example) Issue: The need to augment existing safety and loss prevention efforts through training and reviewing organizational policies and procedures. Safety and Health Accident Reduction Plan / Mitigation Measure: Develop and conduct supervisor/manager safety training for all Organizational supervisors and managers. Organization OEHS Point of Contact will work with OEHS staff, Office of General Counsel to implement system wide risk management training for all effected supervisors and managers. Responsible Party: Jane Doe, Administrator of Operations Completion Date: Initial training (20% of identified participants) will be conducted by January 1, 20XX, with 80% of the identified participants trained by May 31, 20XX. Safety and Health Accident Reduction Plan (Version 2.0) Page 8
Safety and Health Accident Reduction Plan Performance Data and Statistical Goal Definitions Liability Claim: General Liability Claim: Vehicle Liability Claim: Indemnity Cost: Legal Fees and Costs: Total Paid: A document submitted by a third party in accordance with statutory requirements, and alleging personal injury, bodily injury, property damage, or other losses sustained due to the acts or omissions of the District, its employees, officers, or agents. This is the total number of open/closed claims that were filed during the period. A claim includes all lawsuits and claims, but does not include incident reporting, unless a claim is opened as a result of the incident report. Claim arising when negligent acts and/or omissions result in bodily injury and/or property damage on the premises of a business, when someone is injured as the result of using the product manufactured or distributed by a business, or when someone is injured in the general operation of a business. Claim arising from negligent operation of a motor vehicle involving third party damage to property and/or people. Amount of money paid to compensate claimant and/or plaintiffs for damages, including their attorney fees and cost that are paid by the District. Amount of money paid for defense counsel (in house and/or panel attorney) for a claim that is paid by the District. This is the actual amount of money paid on a claim during the reporting period. This is not the amount agreed to or discussed in settlement, but the actual amount of money disbursed on the claim, to include both indemnity and legal fees and costs. Total Outstanding Liability: Total outstanding cost (reserves) for all liability claims at a point in time. Workers Compensation Claim: OSHA Recordable Injury: Claim filed by District employee for injury and/or illness that arose out of the course and scope of employment and provides compensation and medical care for employees who are injured in the course of employment, in exchange for mandatory relinquishment of the employee's right to sue his or her employer for the tort of negligence. Occupational injury or illness that requires medical treatment, more than simple first aid, which must be reported on the OSHA 300 log. OSHA Lost Workday Injury: The number of workdays (consecutive or not) on which the employee would have worked but could not because of occupational injury or illness. OSHA Total Incident Rate: Number of recordable injuries and illnesses occurring among a given number of full time workers (usually 100 full time workers) over a given period of time (usually one year). Lost Workday Incident Rate: Vehicle Accident: Number of injuries and illnesses resulting in lost workdays occurring among a given number of full time workers (usually 100 full time workers) over a given period of time (usually one year). An accident involving a District owned/leased vehicle and/or a employee owned vehicle (including drivers classified as occasional drivers) that resulted in damage or any other type of loss to persons, property, etc. Questions or inquiries should be forwarded to the Office of Environmental Health and Safety at 213 241 3199. Safety and Health Accident Reduction Plan (Version 2.0) Page 9