European Social Dialogue Agreement on Silica Reporting – Claire Lanne (IMA-Europe)

1. European Social Dialogue Agreement on Silica • Reporting – • Claire Lanne (IMA-Europe) This initiative benefits from a grant of the EC

2. Articles 6 and 7 of the Agreement Who reports? • Reporting will be carried out on all sites where the Agreement is applicable • An Employee FOR each sitemonitors the application of the Agreement on site, • He reports to an individual at company level according to a schedule set up after consultation with the Workers’ representatives, • Company reports are collected by the signatory Parties (EU sectors) • Who report to the NEPSI Councilon the application of the Agreement within their sector every second year, for the first time in 2008

3. Articles 6 and 7 of the Agreement How? • Reporting to the NEPSI Council is done in a consolidated way from site to EU sector level • Objective: the number of Non-applications shall progressively decrease unless further improvement can not be achieved (retain status quo) • Non-application: the non observance of the Agreement and Good Practices results in increased exposure, in turn resulting in increased risk • A list of sites in repeated situations of Non-application will be annexed to the consolidated report. • … A reporting format was developed in Annex 3 of the Agreement

4. Data to be reported • Section 1: Site information • Number of Employees on site • Section 2: Exposure Risk • Number of potentially exposed to Respirable Crystalline Silica (RCS) • Section 3: Risk Assessment and Dust Monitoring • Number of Employees potentially exposed to RCS covered by Risk Assessment and Dust Monitoring • Section 4: Health Surveillance • Number of Employees potentially exposed to RCS covered by a generic health Surveillance Protocol and by the Health Surveillance Protocol for Silicosis • Section 5: Training • Number of Employees potentially exposed to RCS trained on the General Principles of prevention and on the Good Practice Guide Task Sheets • Section 6: Good Practices • Application of technical and organizational to reduce generation / dispersion of RCS, distribution of Personal Protective Equipment (PPE) • Section 7: Key Notes to be structured into Voluntary Questions: • Free text

5. Voluntary Questions • Remarks on the Reporting process; • Special national obligations worth to mention; • Information on initiatives organised to promote/explain the NEPSI Social Dialogue Agreement; • The coverage of the report vs. the total workforce of the sector (for EU and national trade associations); • Information on your exposure monitoring strategy (e.g. static or personal measurements, method of comparison to national limits); • If more employees than those reported under Section 1 have been subject to risk assessment/dust monitoring/training health surveillance, specify how many; • Any other comments

6. Calculation of Key Performance Indicators Among the number of Employees potentially exposed to Respirable Crystalline Silica on the site, % of Employees covered by: in 2010

7. Consolidation Consolidation of the site reports into EU Sector reports to be presented to the NEPSI Council. Originally, site reporting and consolidation of site reports at company, national and EU levels successively should have been made through Excel sheets (See Annex 3 of the Agreement) In 2008 a Reporting online system was set up

8. The reporting system • Set up an online reporting system in 22 EU languages to serve the following purposes: • Allow sites to fill in reporting data on line, in a user-friendly format including guidance • Automatically consolidate site reports into consolidated reports for each of the entities (associations / companies) which may need to be involved. • Facilitate theidentification and contact of all the sites which are submitted to reporting under the Agreement, and all the entities which will be involved.

9. 2. The NEPSI online reporting system

10. Users

11. Definition As the highest level Member in the reporting process, NEPSI will use the system to launch a top-down Member enrolment process within each of its sectors. In 2010, we will send Reminders to report, not re-enrol Members i.e. Enrolment by NEPSI of each EU Sector Association as a member in the reporting process, enrolment by each EU Sector Association of its Members involved in the reporting process, etc… until a company enrols its sites.

12. Principles • Members from the EU Association, Company and Site levels must ALWAYS be involved. • Members from other levels do not have to be involved. • Group Company / National Association Members can not coexist in the reporting process between EU Association and Controlling Company / Company levels. • For each Member enrolled, the system will produce a consolidated report of the quantitative data provided by the sites it is linked to. Each Member will have access to its own consolidated report, and to the consolidated reports of the Members it has enrolled. Therefore, only Companies will have access to raw site data.

13. Enrolment (down the chain) Site NEPSI Automatic consolidation (up the chain) Filling in

14. Optional Group Company OR NEPSI European Sector Level (Signatory) Company (national legal entity) Site National sector level Controlling Company Automatic consolidation process At each level, access to consolidated report and individual reports from members / sites (1 level below) Filling in May be delegated to higher levels 15/02/2010 Deadline 16-17/06/2010 NEPSI Council meeting

15. 1: Enrolment 1 Reception of an invitation to enrol (i.e. a unique hyperlink and PIN code) 2 Access to the system through the hyperlink and PIN code, agreement to enrol 3 Creation of further links down the chain Enter: name of the link, e-mail of the contact person, country, sector, … This process is repeated by each link created in the chain, until a site receives an invitation from its company.

16. 2: Data entering and consolidation 1 At site level, the recipient of the invitation to enrol is offered the possibility to fill in the reporting questionnaire. 2 Key Performance Indicators calculated on the basis of the data provided by the site. Include remarks in a ‘Voluntary Questions” section 3 Consolidation of data provided by the sites Sites’ data are consolidated up the reporting chains built at enrolment stage

17. Possible reporting “chains” • There are six possible types of reporting chains (filled cells)… • Major software rule: one Member can have several child Members, but only one parent Member

18. Split Members in the reporting chain(at enrolment stage) • Company B should have two parents as it is a member of 2 sector associations • Company B may be split into two “companies”, one for each sector it belongs to and receive two invitations • A Site can not be split: When a multiple sector activity occurs on a specific site, please report only on core activity for that site. NEPSI Sector 1 Sector 2 Company A Company B Site a Site b Site c Site d Site e

19. Option 2: Read-Only Guests in the reporting chain • A Read-only guest can be any entity which is not included in the reporting process but needs to have access to a Company or Controlling Company’s reporting data. • When registered as such by a Controlling Company, a Read-only guest will have access to the Controlling Company’s consolidated report and to the reports of the Controlling Company’s Members, i.e. Companies. • When registered as such by a Company, a Read-only guest will have access to the Company’s consolidated report and to the reports of the Company’s Members, i.e. Sites. • Please keep the number of Read-Only Guests to a minimum. In order not to overload the system a maximum of 3 Read-only Guests has been set per entity. • A facility for consolidating all the reports of the entities that have enrolled you as a guest is available

20. Read-Only Guests • When could the Read-Only Guest option be needed? • Company B is a direct member of EU Sector 1, but is a member of EU Sector 2 through a national sector association. • Company B belongs to a Group Company. Group Company and National sector association can not co-exist in the same chain • But the Group Company can be inserted as a Friend at consolidation stage. NEPSI Sector 1 Sector 2 National Sector Company A Company B Guest Site a Site b Site c Site d Site e

21. 4. Before using the system, make sure that…

22. Determine who is the responsible person for reporting within your company / association, Identify the person responsible for reporting in the associations of which you are a Member / Company you are part of Identify the person responsible for reporting for each of your Members / subsidiaries or affiliates / sites. For “complex” cases, liaise with the persons identified to organise reporting. Start now !!! • Make sure that: • You know which Member level you belong to (Member Type) • You know who you will receive an invitation to report from (check junk emails box) • You will send an invitation to report to each of your Members / affiliates or subsidiaries / sites concerned and you know which Member level they belong to • … Compile a list of contacts:

23. You can find all useful documents on www.nepsi.eu Guidance

24. 5. Timetable

25. Deadlines applying to system reports ! No automatic consolidation of the Voluntary Questions section of individual and consolidated reports!