28 th annual safety excellence award orientation training january 22, 2015

28th Annual Safety

Excellence Award

Orientation TrainingJanuary 22, 2015

Overview• Since 1988 HBR has sponsored this program recognizing contractor companies that have demonstrated outstanding performance in safety, health and environmental.

• The purpose of the award process is for participants to learn through observing and sharing of best practices.

• The awards process involves review of company programs and data to select finalists, followed by comprehensive site audits by teams of volunteers from HBR’s member and subscriber companies.

• As a result Houston area contractors are leading the nation in safety performance.

• This program concludes with an annual awards banquet and a seminar where winners share their best safety practices.

• 170 Site Nominations• 98 Eligible Companies Nominated• 28 Companies Qualify for Newcomer•Have not be nominated in the past 3 years or this is the first nomination.•Winner is chosen by the progress in the process.

28th Annual Safety Award

Award ScheduleRequest for Nominations October 31

Nomination Deadline January 5, 2015

Submission Request January 6

Safety Award Orientation Workshop January 22• Solicit Audit Team Members

Submission Deadline February 2

Audit Team Leader Training February 3Mentor TrainingEstablish Audit TeamsFinalist Selection Workshop

Award ScheduleTailgating Party February 6

Field Audit Preparation Training February 11

Field Audits February 11 – April 10

Selection of Category Winners April 13

Award Banquet Friday – May 15• Moody Gardens - Galveston

Best Practices Seminar June 18

What’s New for 2015• Grading scale has been redefined• The Initial submission forms have been

streamlined• Revised Category Descriptions• Added “Environmental” as a separate

Specialties Category• Added additional items to field audit• Added an agenda for the field audit• Workforce development section has been

added to the initial submission

NOMINEE INFORMATION

SUBMITTAL

Presented by: Daryl Bladt, Univar USA

How to Submit

To be considered for the award you must submit:

• 2015 Contractors Safety Information Sheet (Printed)• 2015 Safety Award Initial Evaluation Form (Printed)• Support documentation as listed on the 2nd page of

2015 Safety Award Initial Evaluation Form (Hard copy or electronic)

• The information must completed and turned in by 4:00 p.m. Monday, February 2, 2015. No exceptions.

¨ Five Sections1. Nominated By/

Type of Work Performed

2. Company Information

3. Category

4. Company Description

5. OSHA Information

2015 Contractor Safety Information Sheet

Section 1 – Nominated by

• Fill one form for each site that has nominated your company

• List the type of work performed at the nominating site. This information will be used to determine category.

Section 2 – Contact Information

• Please include the name of the company as you would like to be on all awards and publications.

• The person identified as contact should be someone familiar with your company’s programs and the information submitted and should be available to answer questions.

• All information concerning the safety award process will be sent to this contact.

Section 3 - Category

• Check the category that fits the type of work that your company does.

• Large or Small will be determined by the total number of company man-hours

Section 4 – Company Description

• This needs to be a good description of the work and services your company performs.

• It should answer the question “Who are they and what do they do?”

• This description will be used in the magazine to describe your company.

Section 5 – OSHA Information

• Please complete both section .• Nominated Worksite• Total Company (All work in the US)

2015 Safety Award Initial Evaluation Form

• The new form was reduced from 4 pages to 2 pages.

Three Sections• General Information• Safety, Health &

Environmental Performance• Information Submittal

Section 1 – General Information

• Double check all information and ensure that it’s all correct.

• The person listed as contact should be someone knowledgeable about your company’s programs.

Section 2 – Safety, Health & Environmental Performance

Section 2 – Safety, Health & Environmental Performance

Section 3 – Information Submittal

Conclusion• Fill out and print a Contractor Information Sheet

for each project site that nominates you.• Complete and print the 2-Page Safety Award

Initial Form • Submit copies of the checked items via Hard

Copies or Electronic Copies (Disk/Zip drive)• Don’t forget to include your company’s Best

Practices• We will not accept submissions via email or faxes.• Make sure all the content is organized and well

identified. • If you submit electronically, the program used

should be a common program and all links work.

Conclusion • Keep in mind that the information submitted

is the ONLY information the Audit Team Leader has to evaluate your company. Your submission represents your company.

• If a program is not there, it will be a Zero.• Please submit more than one Best Practice. • Make sure you don’t have any missing

information.• Please use a mentor to help you with your

initial submission. There are no second chances to submit.

• If you want your submission after the evaluation is complete, please let HBR know.

Where to SubmitPlease submit your submission package via mail or hand deliver.

Houston Business Roundtable5213 Center StreetPasadena, TX77505

It must be submitted by 4:00 p.m. Monday, February 2, 2015

NO EXCEPTIONS!!

Questions

AUDIT SELECTION PROCESS

Jay Tracy, Dow Chemical

2015 Initial Evaluation Scoresheet• This is the form used by

Audit team Leaders to evaluate nominee submissions .

1. Fatalities2. OSHA Incident Rate for Lost Work Day Cases3. OSHA Incident Rate for Total Recordable Injuries and Illnesses4. Industrial Hygiene Program5. Safety, Health & Environmental Program6. Hazard Communication Program7. Emergency Preparedness Program8. Heat Stress Prevention Program9. Short Service Employee Program10. Environmental Program11. Behavioral Based Safety Program12. Accidental/Incident Investigation Procedure13. Self Audit14. Orientation and Training Program15. Written Employee Workforce Development Policy/Procedures16. Best Practices 17. Year to Year Improvement

2015 Initial Evaluation Scoresheet

New Grading Scale• 4 - Excellent = Sound, systematic process or effort; and/or

well integrated, sustained results, and well documented, world class

•  3 - Good = Sound, systematic process or effort; and/or well integrated into all functions/areas, and well documented

•  2 - Acceptable = Fairly sound, systematic process or effort; and/or in place for a while, and well documented

•  1 - Minimal = Beginnings of a systematic process or effort; and/or in place for short time, and limited documentation

•  0 - Not acceptable/No Program = No system, process; and/or documentation, and/or does not comply, and/or does not correspond with Questionnaire

Section 1 - Fatalities

• Score up to 200 Points.• This weighs heavily on the all scoring

Section 2–OSHA Lost Workday Cases

• Score up to 150 Points

Section 3 – OSHA TRR

• Score up to 150 Points

Total Points

• Each remaining Sections are 80 points each.• All subtotal values are added together for a

maximum Total Performance index of 1620.• A contractor is given a total score and the top 4

scores in each category advances to the next level of a field audit.

Questions

FINALIST PREPARATION

Bill Shaw, Evergreen Industrial

Finalist Preparation

Scheduling an Audit What is done to start an Audit at a

location? What does the Audit team need? Format of the Audit Closing Conference Other points

Scheduling the Audit• Consult with your company management and

select good dates. Please be flexible in the dates.• Usually audit begin at 8:00 a.m.• Pick an audit location from the sites that nominated

your company.• Don’t wait until the last minute to schedule an

audit.• End of the month or Last audits doesn’t always win.

How to Start Audit• Get a List of Auditors from the Audit Team Leader.

• Contact the site where your audit will be conducted and find out what the requirements are to bring the team into the facilities (Security clearance and safety orientation, etc.)

How to Start Audit at a Location?• Establish a Location for the Team to Meet

• Set up a Time for the Team to Meet

• Provide a safe means of Transportation

What Does the Audit Team Need?• Map to the Facility (Address)• Good Direction (Easy to Follow)• Directions on Where to Park• Contact Name and Information of a Company

Representative in case of someone gets lost or need help

Personal Protective Equipment (PPE)

• Let the audit team leader know in advance what PPE is required for the site being audited.

• Have additional site specific PPC (Ex. Escape Respirators, H2S Monitors, Phosgene Badges, Etc.

Meeting Room• Temperature Controlled• Restroom Facilities• Comfortable Seating• Company Representative readily available

Refreshments• Breakfast Foods• Snacks• Drinks• Lunch

Audit Team Does NOT Need

Do NOT Expose the Team to:

¨ Respirator Areas

¨ Lockout/Tagout

¨ Confined Space

¨ Hazardous Areas

Sample Audit Agenda8:00 – 8:05 Audit Team Leader Introduction 8:05 – 8:30 Contractor Opening Presentation 8:30 – 9:00 Audit team Organizing 9:00 – 11:00 Field Audit/Written Documentation Review 11:00 – 12:00 Lunch 12:00 – 1:30 Audit Team Wrap Up 1:30 – 2:00 Closing Conference with Contractor Feedback Session

Opening Conference

• Brief presentation addressing your company’s highlights and achievements

• Management should be present to show their commitment to safety

• Customer support is also needed.

Field Audit/Written Documentation

Documentation Review• Be Organized• Follow the format of the audit• Provide Supporting data• Have Company representation readily

available

Field Review• Various Crews/work activities• Several Employees• Transportation

Allow the Auditors time to Talk with the Employee

Let the Employees know why the Auditors are visiting

• Recognizing them for their excellent safety performance

Closing Conference• Allow the audit team time to meet

once the audit has been completed to gather their notes for final scoring.• Audit team will then meet with

Company representative and discuss the Audit findings (Highlight positives and address any opportunities to improve)• Allocate 30 minutes.

Questions

Mentoring Program

Larry McElroy, The Brock Group

Program Overview• 2014 HBR Award Winners• Highest Honor a Company Can Achieve• Mentors are not eligible for 2015

Award• Special Recognition during HBR

Awards Ceremony• Advise and assist through the safety

award Process• Assigned to Mentor Contractors outside

of own category• Also Co-chair and audit in separate

category

PurposeBuild Upon the HBR Mission• To develop, share and promote

best practices that improve industry performance in areas of safety, health, environment, workforce skills, work quality, productivity and costs.

Meetings• HBR Host January 22 Orientation• All mentor contact information is provided• Contractors may contact any mentor they feel

comfortable talking to.• On February 3rd – Finalist will be assigned mentor.

Mentor will call/email and offer assistance.• HBR Host February 11 – Finalist Preparation• All the mentors will be present to give help on

field audit preparation and audit forms.• All finalist will be invited.• All information is kept strictly confidential.

• Mentors are a great resource and contractors must want their help.

IntroductionsICS, Inc. - General Contractor Small

Zachry Industrial, Inc. - General Contractor LargeJV Industrial Companies, Ltd – Hard Crafts Large

First Vehicle Services - Hard Crafts MediumPlant Performance Services LLC - Hard Crafts

SmallUnivar USA, Inc.-ChemCare Houston - Soft Crafts

Large Munoz Enterprises, Inc.– Soft Crafts Small

HMT Tank Services, Inc. – Technical Support Large Furmanite Technical Solutions - Technical Support

Small Bay Ltd. - Crane & Rigging Support

Questions

Audit Team Member Duties

Brad Gibson, S&B Engineers

Audit Team Leader Contact You¨ The Audit Team Leader will contact

the audit team members and inform them of the:

Companies to be audited. Timing of the scheduled audit. Directions to the audit (furnish map). Training and PPE needed to complete the

audit.

Audit• The Audit will start with an opening

conference with the management and supervision of the finalist company (this may include owner company management).

Field Audit Following each item on the audit

form interview workers in the field and ask about:• Knowledge of the programs.• Involvement in the programs.• Training they have completed.

Give input to the audit team leader when the team meets to complete the “master score sheet”.

Document Audit

Review each item on the audit form and score the item according to the scoring criteria.

Identify and verify “best practices”. Give input to the audit team leader

while the team meets to complete the “master score sheet”.

Scoring¨ Audit team members

will participate in the grading process.

¨ Individual items on the audit form will be graded using a scale of 0 to 3.

Team Conference¨ After completing both the field and the

documentation portions of the audit: Audit team meets in private Member will participate in giving input

to the audit team leader who will score a master audit form using input from both the field and documentation teams.

Identify and document any strengths and areas of potential improvement identified during the audit.

¨ Members will participate in a closing conference and specifically identify those strengths and areas of potential improvement noted.

¨ After completing audits of all of the finalists, the audit team leader will calculate the master score sheets and inform HBR of the status of the companies audited.

¨ All audited companies will be receive “silver level” recognition unless major issues are recognized.

¨ Gold signifies that many elements of their program, both field and documentation, exceed the minimum requirements including those best practices that have been identified.

¨ More than one Contractor may be ranked at each level.

¨ One “Best in Category” will be identified in each category.

Why Should I be a Auditor? • Benefits to Auditors and their Companies• Expand knowledge of Safety Processes of

other Contractor and Client Companies.• Capture new ideas and approaches for

managing Safety and Health Program.• Learn how other companies prepare and

conduct their HBR audits.• Meet new contacts/resources for

networking.

Questions

Conclusion• Contact your Mentor to help you with

submission.• Submissions are due no later than February 2,

2015 at 4:00 p.m.• It should include: Printed Information

Sheet(s) Printed Initial Evaluation Form and supporting documentation either printed or electronically.

• Join us Friday, February 6th for Tailgating and Finalist Announcement.

• Join an audit team.