WSIB Update –Safety Groups Advantage Program 2013

1. WSIB Update –Safety Groups Advantage Program 2013 Shelley Wall Safety Groups Program Consultant shelley_wall@wsib.on.ca

2. Firm Eligibility • Successful completion of 5 years in the Safety Group Program • *Advantage 2013 is recommended for firms beyond their 5th year in Safety Groups; however, a sponsor may request to also include a firm in their 5th year.

3. 2013Advantage Program Requirements:

4. 2013Advantage Program Requirements:

5. 2013Advantage Program Requirements:

6. 2013Advantage Program Requirements:

7. 2013Advantage Program Requirements:

8. Definitions • Senior Management – Owner, President, CEO or equivalent. For the purposes of SGAP, management staff that have the authority to approve and commit company resources (time, people and money) for health and safety are considered to be senior. • Initiate – commencement of the CIP action points developed and approved by Senior Management

9. 2013 Pre-approved list of Audits The qualification standard is formal audit training. This qualification requirement 2012 Pre-approved list of Audits: • WSIB proposed Accreditation Audit (WSIB HSMS Review Form) • WSIB WorkWell Audit • ZeroQuest Audit • Infra-Structure Health and Safety Audit - Certificate of Recognition (COR) • Public Service Health and Safety Audit • Workplace Safety and Prevention Services OHS Management System Audit • Safe Workplace Ontario (WSN) Safety Audit • CSA Z1000 • OHSAS 18001

10. Request process to use an audit not on the pre-approved list: Firms can request to use other HSMS audits (example: Corporate Audits) for the 2013 Advantage Program if the audit criteria meet the WSIB HSMS Review Form. The firm must send the requested audit and the completed Audit EquivalencyForm to their Safety Group Program Sponsor for their review and initial approval. The Safety Group Program Sponsor is to ensure all the criteria outlined in the Audit Equivalency Form has been met. If initially approved, the Safety Group Program Sponsor forwards the requested audit and the Audit Equivalency Form to the Safety Group Program Consultant with details of equivalency to the HSMS Review Form for final approval.   The request must be submitted by the Sponsor to the Safety Group ProgramConsultant by February 22, 2013 to allow processing time before the Action Plan due date of February 28, 2013.

11. HSMS Review (internal audit) Training Requirement: • The qualification standard is audit training • This qualification can be satisfied with a quality, food safety, or other audit specific training program. • Safety Groups has developed a 2-hour “Introduction to Auditing” training program to meet this standard for any firm that does not currently have a person that meets this qualification • The training program will be delivered by a sponsor or WSIB Safety Group Consultant at a safety group meeting • Attendance at the safety group meeting will be recorded by the sponsor to meet the training record requirement.

12. Year-end Report Checklist: All Advantage Program firms submit the following documentation attached to the Year End Report / Checklist: Maintenance of Elements: Maintenance of past Safety Group elements is not included in the score. Although it is an expectation the maintenance of elements is continued by the firm to provide the necessary evidence of conformity to the HSMS Audit, the Maintenance of Elements Reports are not required to be submitted. A firm’s health and safety program elements will be analyzed as part of their selected audit in the 2013 Advantage Program.

13. Validation Audits: WSIB SG Consultants will conduct validation audits on a sample number of Advantage firms in each group. The following will be verified by documentation, interview and observation: • Written Standard includes; 20% • Audit schedule with procedure and timelines • Auditor training qualifications • Assignment of roles & responsibilities • Continual Improvement Plan Process • Internal Auditor training20% • Record of formal audit training for Auditor(s) • HSMS Review or equivalency 20% • Approved HSMS Audit or equivalency with supporting documentation of listed evidence for each criteria available for review • Sign-off (with date) of Auditor(s) • Documented evidence of Senior Management review, with date, of the completed 2012 HSMS Audit • Return to Work20% • Verification the firm audited their Return-to-Work Standards in 2012 against the WSIB WR Policies and identified nonconformities added to the Continual Improvement Plan

14. Validation Audits (cont.): • Continual Improvement Plan20% • All nonconformities identified by the HSMS Audit are addressed on the 2013 Continuous Improvement Plan • The 2013 CIP has action points for nonconformities being initiated and documented in 2013 • Verifies all nonconformities have action points initiated and documented within 6 months of the audit being completed and subsequent CIP actions are progressing based on the established timelines • All nonconformities are planned to resolution with detailed action points on the CIP • Documented evidence of Senior Management review of the 2013 CIP and any subsequent revisions

15. Additional Notes: • All Advantage Program requirements must be completed within the 2013 program year. The 2013 Advantage Program Timeline Guide is intended only as a best practice reference. • Firms who participated in the 2012 Advantage Program are expected to continue working on their 2012 Continual Improvement Plan until they have completed their 2013 HSMS Audit. Senior Management will then develop a 2013 Continuous Improvement Plan that may carry forward action points from the 2012 Continual Improvement Plan. • The firm may use a format of their choice for the Continual Improvement Plan as long it as meets the program requirements. • If a multi-location firm conducts their HSMS audit by sampling only a portion of their locations (for example a business with 50 stores across Ontario, may plan to audit 20 stores) it is required that the Continuous Improvement Plan is applied to all firm locations, and not just the locations where the audits were conducted. Using the above example, the Continuous Improvement Plan must be applied to all 50 stores.

16. Additional Notes: • Firms are eligible to participate in the 2013 Safety Group rebate based on the submission of the Year-end Report/Checklist Form with the required attachments and achieving a minimum score of 60%, subject to verification by on-site validation audit if selected. • All the applicable Terms and Conditions of Participation on the 2013 Safety Group Application Form apply.

17. Year-end Report Checklist *All Advantage firms submit the following documentation attached to the Checklist; • Written Standard 20% • Internal Auditor(s) training record 20% • Completed WSIB HSMS Audit/Equivalency (internal audit) 20% • Return to Work 20% • Continual Improvement plan addressing all nonconformities 20%

18. Forms to be completed • Application Form December 14, 2012 • Action Plan February 28, 2013 • Progress Reports Spring & Fall 2013 • Year-End Report Checklist December 16, 2013 • Request to use an audit not on the pre-approved list February 22, 2013 (if applicable)

19. Jan Feb Mar Apr May Jun July Aug Sep Oct Nov Dec 2013 2013 Advantage Program Timeline Guide MEETINGS: Orientation Leadership Intro Auditor Training Meeting #3 Meeting #4 Meeting #5 *** Progress Visits *** ACTIONS: Create written Standard for HSMS Audit Complete Intro Auditor Training or verify training qualifications Commence HSMS Audit Submit completed HSMS Audit Report to Mgmt Mgmt develops Continual Improvement Plan Mgmt initiates Continual Improvement Plan REPORTING: PROGRESS REPORT 1 DUE: SPRING PROGRESS REPORT 2 DUE: FALL 2013 ADVANTAGE APPLICATION DUE: DEC 14/12 ACTION PLAN DUE: FEB 28/13 YEAR END REPORTING & CHECKLIST DUE: DEC 16/13

20. HSMS Review Form

21. Health and Safety Management System Review (HSMS) Form • The purpose of the HSMS Review Form is: • To do an internal audit to compare a workplace HSMS to the DRAFT Standard for Accreditation Audits and Health and Safety Management System Requirements to gauge readiness for Accreditation application and audit. • To fulfill the requirements for Accreditation application • Using the following Workplace Health and Safety Management System (HSMS) Review Form, indicate the stage of completion for each element in the health and safety management system. In the space provided, summarize relevant information that demonstrates how this part of the standard has been met. Evidence may include, but not limited to, lists of policies/activities that are relevant to the element including: • summary of program objectives and continual improvement plans and activities. • list of prioritized hazards • list of legal requirements applicable to the workplace

22. HSMS Review Form • Review Process • Gather evidence by: • reviewing documents, reports, records, etc. • interview workplace parties • observe the workplace • Compare the evidence against the Accreditation Requirements, the firm’s OHS policies and procedures and legislation. • Decide conformity or non-conformity for each element.

23. HSMS - Conformity & Non-conformity definitions Conformity is the fulfilment of the requirements of the Accreditation Standards, legislation and the workplace’s health and safety policies and procedures. Non-conformity is the non-fulfilment of or deviation from the requirements. Non-conformities are classified as: • a non-conformity if: • the issue will continue to occur because of how the HSMS and health and safety program are structured • there is high risk to a worker’s health or safety if the requirements are not met • there are serious legal implications There is an accumulation of related minor non-conformities • a minor non-conformity if: • the HSMS structure is valid, but there was minor deviation because of for example, human error • there is not high risk to worker • There are no significant legal implications