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LOSS PREVENTION PROGRAM Presented by Sedgwick Risk Services on behalf of ORM. LOSS PREVENTION. Sedgwick CMS, who we are? How to contact us? www.laorm.com To Request Help from Risk Services, email us: laorm.lp@sedgwickcms.com. LOSS PREVENTION continued. What we do:
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LOSS PREVENTION PROGRAM Presented by Sedgwick Risk Services on behalf of ORM 07.01.2015
LOSS PREVENTION Sedgwick CMS, who we are? How to contact us? www.laorm.com To Request Help from Risk Services, email us: laorm.lp@sedgwickcms.com
LOSS PREVENTION continued. . . What we do: Conduct Audits & Compliance Reviews Facility Walkthroughs Accident/Incident Investigations Building Appraisals Assist in Inspections Ongoing Consultations Offer LP Coordinator Training
REQUIREMENTS Louisiana Revised Statute (LRS) Title 39, Sections 1543-1544 These legal mandates require your agency to develop and implement its own Loss Prevention Plan in conformity with the ORM’s general safety plan
LOSS PREVENTION PROGRAM • General Safety Program • Driver Safety Program • Bonds, Crime, and Property • Equipment Management Program • Water Vessel Program • Flight Operations Program
COMPONENTS 1.Management Policy Statement 2. Assignment of Responsibilities 3. Safety Rules 4. Safety Meetings 5. Training 6. Safety Committees 7. Procedures for Inspection
8.Procedures for Incident/Accident Investigation 9. Job Safety Analysis (JSA) 10. Record Keeping 11. Blood Borne Pathogens 12. First Aid 13. Emergency Preparedness Program 14. Hazardous Materials COMPONENTScontinued . . .
CLASS “A” AGENCY Class A agencies shall conduct and document safety meetings, safety committee meetings (if applicable), and inspections on a monthly basis
CLASS “B” AGENCY Class B agencies shall conduct and document safety meetings, safety committee meetings (if applicable), and inspections on a quarterly basis
MANAGEMENT POLICY STATEMENT What constitutes a statement? Who initiates a statement and what are its expectations? Responsibilities?
ASSIGNMENT OF RESPONSIBILITIES Delineation of duties Accountability Provided to employees Written
DEPARTMENT/ AGENCY HEAD • FULL responsibility for, and implementation of, Safety Program • Authorizes necessary expenditures • Approves safety policies • Participates in the safety program
DEPARTMENT LOSS PREVENTION COORDINATOR • Has FULL responsibility for the overall safety program • Has direct access to Department Secretary • Communicates with all safety officers • Demonstrates leadership to safety officers • Provides help and support in development of agency programs and policies
FIELD/AGENCYLOSS PREVENTION REP. • Responsible for the implementation of the departmental/agency loss prevention program • Should have direct access to the Departmental Loss Prevention Coordinator and Agency Head
MAINTENANCE DEPARTMENT • Works with safety committee and others • Executes work orders • Maintains and repairs safety equipment, guards, and appliances • Maintains a regular maintenance schedule and keeps records • Conducts regularly scheduled inspections
SUPERVISOR / FOREMAN • Inspects work area • Trains employees to work safely • Obtains prompt first aid • Reports and investigates accidents • Corrects unsafe conditions and acts • Serves on safety committee • Holds safety meetings • Discusses safety with employees
EMPLOYEE • Works in accordance with accepted safety practices • Reports unsafe conditions and practices • Observes safety rules and regulations • Makes safety suggestions • Serves on safety committees
SAFETY RULES Written general safety rules (and site/task specific, if applicable) Easily understood and enforceable Annually distributed, reviewed and documented Written copy provided to all employees
SAFETY MEETINGS Frequency Meeting vs. Training Effectiveness Attendance Available for audits
SAFETY TRAINING Mandatory topics: • Sexual Harassment • Drug-Free Workplace Other necessary training
PROCEDURES FOR INSPECTION Purpose Frequency Class A/Class B
WRITTEN INSPECTION PLAN Housekeeping safety rules Inspection procedures for facility/location Written inspection report/checklist: Building safety Electrical safety Emergency equipment Fire safety Office safety Storage methods
SAMPLE CHECKLIST...
HAZARD REPORTING Must include: Hazard Control Log or other acceptable means Method for employees to notify management Method for repairs or corrective actions
PROCEDURES FOR ACCIDENT / INCIDENT INVESTIGATION Prevent recurrence of accidents/incidents 100% completion of all applicable forms
ACCIDENT / INCIDENT FORMS DA2000 (for employees) Do NOT use the DA2000 for vehicular accidents DA3000 (for visitors/clients) Property concerns
COMPLIANCE Written accident/incident investigation procedures Responsibilities Documentation
GUIDELINES Conduct an investigation For all reported accidents & incidents When an accident/incident occurs: Thoroughly investigate Determine cause Determine contributing factors Compile information Prepare the report
JSAs shall be developed for accident/incident trends, death, or a change in a job procedure or equipment JOB SAFETY ANALYSIS (JSA)
JSA’s continued . . . Job Safety Analyses should be reviewed in the accident investigation process JSAs should be maintained, made available and accessible in the work area Employees should have documented annual training
RECORDKEEPING FOR AUDIT/TRAINING PURPOSES • Shall retain for 1 year: • Inspection reports • Hazard control log/similar reporting form • JSA training records • Incident/Accident investigations • Safety meetings • BBP (High Risk) • Shall retain for 5 years: • BBP (Low Risk) • Drug-Free Workplace • Sexual Harassment
BLOOD BORNE PATHOGENS 5COMPONENTS OF A BBP PROGRAM: Exposure Determination Methods of Compliance Work Practice Controls Training Medical Evaluation for Affected Employees
BLOOD BORNE PATHOGENScontinued . . . Training High risk – within 90 days of hire and annually thereafter Low risk – within 90 days of hire and every 5 years thereafter retraining is required for all low risk employees involved in a BBP EXPOSURE EVENT. Procedures for spills and spill kits must be available, maintained, and stocked
FIRST AID Written program that addresses the needs of employees and visitors All agencies shall have a first aid kit First aid attendant recommended when: Night shifts or minimal/partial crews When surrounding medical facilities are closed When field/remote crews are not in close proximity of medical facilities
EMERGENCY PREPAREDNESS PROGRAM Written plan should address: • Fire (documented annual drills) • Natural Disasters • Proximity Threats • Terrorism • Violence in the Workplace
HAZARDOUS MATERIALS Must conduct a documented “site assessment” If HM are present, must have a written site specific HM program
HAZARDOUS MATERIALScontinued . . . Must be handled, stored, and disposed of properly MSDS must be available Proper PPE must be available Lab Hoods must be available where appropriate
TRAINING HAZCOM Material Safety Data Sheet (MSDS) Personal Protective Equipment (PPE) Lab Safety Lab Hoods
DRIVER SAFETY A written program is required and shall cover: Procedures for enrolling and identifying employees permitted to drive on state business Procedures/definition for identifying high risk drivers Driver training Disciplinary action for high risk drivers Claims reporting Accident investigation Definition of a state vehicle Roles and responsibilities of managers, supervisors, and employees
DEFINITIONS Vehicular Accident Authorized driver High Risk Driver State Vehicle
AUTHORIZING DRIVERS Enroll employee in training within 90 days Complete DA2054 Annually run, review, and attach ODR to DA 2054 Agency head or designee signs/dates DA 2054 to authorize employee Employee trained every 3 years thereafter Signed/dated “authorized (or unauthorized) drivers list”
REPORTING REQUIREMENTS Accidents reported same day DA 2041 completed and submitted to ORM Transportation Claims within 48 hours—Do not complete DA 2000 Employees must self-report all moving violations no later than the next scheduled work day
INSPECTION/REPAIRS OF STATE OWNED VEHICLES Must complete monthly inspection checklist for each vehicle Document corrective action Preventive maintenance must be performed and documented
BONDS, CRIME, & PROPERTY Program covers two key areas Which agencies must participate?
WRITTEN PROGRAM Written program shall address: Managing assets/fiscal internal controls Training Internal Audits Responding to internal and/or legislative audits Investigation/reporting losses/damages Responsibility/accountability of employees Security Key Control
SECURITY Written policy shall address: Limited, controlled access for authorized individuals to buildings 24 hours a day, seven days a week Monitoring/controlling visitor access Securing all entrances & exits, both day & night Limiting access to data on personal computers