2019 Meeting 2

1. Northern Ontario Safety Group 2019 Meeting 2

2. 2019 Safety Groups - Meeting 2 Agenda • Welcome, introductions and Safety Group binder review and set-up • Congratulations to the Thunder Bay Chapter – Standard development winners • Program Timelines and Current Status • Group Workshops: • Review of Written Standard(s) for 1-5, Hybrid and SGAP firms • Review Communication and Training program requirements • Group workshops: • 1-5 year & Hybrid firms – discuss questions and share best practices regarding the development of your 5, 2019 program elements, communication options and training documentation requirements. Discuss and review examples from members • SGAP firms – discuss questions and share best practices regarding HSMS program auditor training, 2018 Audit/CIP review and 2019 HSMS Audit planning. • Safety Shares and Best Practices Workshop • Next meeting and due dates

3. 2019 Safety Group Standard Development Winner Congratulations to the Thunder Bay Chapter – 1-5 year standard development winner Distribute and review standard for common element: Supervisor Competency

4. 2019 Program Timelines & Current Status • Action Plans completed and submitted • Written Standard(s) under development or completed (must meet Program Requirements in Employer Guidelines) • Next Steps (1-5 year members): Communication and Training elements • Next Steps (Advantage members): Auditor training, review and gap analysis of 2018 audit/CIP & 2018 audit planning *Reminder to reference your Employer Guidelines

5. Hybrid program requirements and next steps discussion The Hybrid Program action plans for 2019 will meet the following requirements: * Based on the firm’s 2018 HSMS Audit findings, convert a minimum of five (5) ongoing audit non-conformities from the 2018 Continuous Improvement Plan (CIP) that relate to high-risk hazards, legal requirements, hazard recognition and assessment, or return-to-work into new 2019 Safety Groups Program elements. Hybrid firms will implement the five (5) converted audit non-conformities and will follow the Safety Groups 5-Steps to Managing Health and Safety.

6. Review of Written Standard(s) - Discussion and Refresher • Now that action plans have been developed by 1-5 year, Hybrid and Advantage Program members our next step is to develop the written standard(s) which meet program requirements • Review and discuss available 1-5 year, Hybrid, or SGAP firm standard(s) developed to date. (Samples of 1-5 year common element standard and SGAP standard are available for reference in your Safety Group binder) *Reminder to reference program requirements in your Employer Guidelines when checking your standard(s) during group work. Timelines for completion April 2019.

7. Jan Feb Mar Apr May Jun July Aug Sep Oct Nov 2019 Safety Group 1 – 5 Year and HybridProgram Timeline Guide MTG 2 MTG 1 MTG 3 Orientation/ Leadership MTG 4 (---------- 2018 Validation Audits ------------) Dec Conduct Workplace Self Assessment and select Action plan elements Create written Standard for each element Make improvements and 2018 acknowledge success Communicate and Train (Remember to keep in mind confirming the status of maintenance elements) Evaluate PROGRESS REPORT 1 DUE: June 28/19 PROGRESS REPORT 2 DUE: Oct 11/19 ACTION PLAN DUE: MARCH 2019 YEAR END REPORTING DUE: DEC 4/19 APPLICATION DUE: MARCH 2019 7

8. Communicate the Standard 2.Communicate 1. Set Standard 3. Training 5. Acknowledge & Improvement 4. Evaluate 8

9. Communication What must be considered when preparing a communication plan for each action plan element? • What will be communicated • How it will be communicated • When it will be communicated • Where it will be communicated • Why it will be communicated Make sure you document! 9

10. Communication: 1 – 5 Year Firms Employer Guidelines for our common element of “Supervisor Competency” identifies the following: Communication • Supervisor legislated training and internal training related to company policies/procedures are effectively communicated • Documented method, type and date 10

11. Train to the Standard 11

12. Training Completion must be documented! What must be considered in developing a training plan to meet action plan requirements? • Who requires the training • How often • How you are going to complete the training • Classroom training • Round table exercises • On-the-job/hands-on training • Demonstrations – observations • Computer-based training 12

13. Training: 1 – 5 Year Firms Employer Guidelines for our common element of “Supervisor Competency” identifies the following: Training • Training relating to program standards, legislated traing requires and company policies/procedures • Documented record of training developed 13

14. 2019 Advantage Program Timeline Guide MEETINGS: Advantage Program Orientation Meeting # 2 Meeting #3 Meeting #4 Intro to Auditor Training Meeting # 1 (---------- 2018 Validation Audits ------------) Jan Feb Mar Apr May Jun July Aug Sep Oct Nov Dec 2019 ACTIONS: Review 2017 Audit/CIP & Start 2018 HSMS Audit Management Starts Continual Improvement Plan Submit completed HSMS Audit Report to Management Management develops Continual Improvement Plan Complete Intro Auditor Training or verify training qualifications Create written Standard for HSMS Audit REPORTING: PROGRESS REPORT 1 DUE: June 28, 2019 ACTION PLAN DUE: MARCH 2019 PROGRESS REPORT 2 DUE: Oct 11, 2019 APPLICATION DUE: MARCH 2019 YEAR END REPORT/ CHECKLIST DUE: DEC 4/19 14

15. Advantage Program Introduction to Auditing Training • Provides formal auditor training (or verify previous training) for the assigned Auditor(s) to the qualifications outlined in your written company standard. Training must be completed prior to commencing the 2019 HSMS Audit • Our upcoming webinar for the “Introduction to Auditing” training is scheduled for Wednesday, April 24, 2019 @ 1:30 p.m. See www.safetygroups.cafor more information. 15

16. Review of 2018 HSMS Audit Report and Continual Improvement Planrequirements Review of the 2018 HSMS Audit/Report and Continual Improvement Plan documents (1st year Advantage Program participants review their 2018 Safety Group Program Evaluation and Making Improvements Plan) by the Auditor to: 3.1 Confirm all non-conformities from the 2018 HSMS Audit were included on the 2018 Continual Improvement Plan (1st year Advantage Program participants confirm prior Safety Group elements were evaluated (step 4) and the Improvement Plan (step 5) was implemented to program requirements), and 3.2 Review all completed/achieved non-conformity Continual Improvement Plan corrective action items for implementation and effectiveness, and 3.3 Review the current status of all ongoing/open non-conformity Continual Improvement Plan corrective action items to determine if implementation is progressing as planned to successful completion. The Auditor’s findings from 3.1, 3.2, and 3.3 are formally documented in the “2018 Audit and CIP review document”, for review and sign-off by Senior Management, and any deficiencies are added as a non-conformity to the 2019 Continual Improvement Plan. 16

17. Workshop Activity 1-5 Year Members: In groups discuss and share best practices regarding the development of: - your communication plan - training & documentation requirements Resources: • Employers Guidelines & Resource links

18. Workshop Activity Advantage Program Members: In groups discuss and share best practices with regards to meeting program requirements relating to: - auditor training - 2018 Audit and CIP review document (see sample report) - Develop 2019 Audit plan(see sample document) - 2019 HSMS Audit (discuss options for audit) Utilize SGAP Employer Guidelines to check available program material in your Safety Group binders to program requirements) Resources: • 2019 SGAP Employer Requirements

19. Safety Group Advantage Program HSMS Review (internal audit) Training: • 2-hour “Introduction to Auditing” training available at the second Safety Group meeting (April 24 @ 1:30 p.m.) • A current qualification for auditing may be accepted as equivalent training (Check with your sponsor) • This free training is available to all NOSG members • A Record of Training will be provided subsequent to the completion of training 19

20. Next Meeting and Due Dates • Next Meeting • Date: • Time: • Location: • Bring drafts of program material to each meeting • Progress Report 1 submitted to your Consultant by June 28 • Book your site consultation date with your consultant.

21. Discussion and Questions 21