LOSS PREVENTION PROGRAM Presented by FARA Risk Control Services on behalf of ORM 10. 11. 2010
LOSS PREVENTION § § ü ü FARA, who we are? How to contact us? www. laorm. com To Request Help from Loss Prevention Experts, call (800) 215 -3272 ext. 232 or email us: laorm. lp@fara. com
LOSS PREVENTION continued. . . What we do: Ø Ø Ø Ø Conduct Audits & Compliance Reviews Facility Walkthroughs Accident/Incident Investigations Building Appraisals Assist in Inspections Ongoing Consultations Offer LP Coordinator Training
REQUIREMENTS ü ü 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
GENERAL SAFETY PROGRAM
COMPONENTS 1. 2. 3. 4. 5. 6. 7. Management Policy Statement Assignment of Responsibilities Safety Rules Safety Meetings Training Safety Committees Procedures for Inspection
COMPONENTS continued. . . 8. 9. 10. 11. 12. 13. 14. Procedures for Incident/Accident Investigation Job Safety Analysis (JSA) Record Keeping Blood Borne Pathogens First Aid Emergency Preparedness Program Hazardous Materials
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/AGENCY LOSS 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
SAFETY COMMITTEES § If your agency has a committee: ü Meets according to agency class requirement ü Attendance and subject matter shall be documented
PROCEDURES FOR INSPECTION § § Purpose Frequency ü Class A/Class B
WRITTEN INSPECTION PLAN § § § Housekeeping safety rules Inspection procedures for facility/location Written inspection report/checklist: ü ü ü Building safety Electrical safety Emergency equipment Fire safety Office safety Storage methods
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 § DA 2000 (for employees) Do NOT use the DA 2000 for vehicular accidents § § DA 3000 (for visitors/clients) Property concerns
COMPLIANCE § § § Written accident/incident investigation procedures Responsibilities Documentation
GUIDELINES § Conduct an investigation ü § For all reported accidents & incidents When an accident/incident occurs: ü ü ü Thoroughly investigate Determine cause Determine contributing factors Compile information Prepare the report
JOB SAFETY ANALYSIS (JSA) JSAs shall be developed for accident/incident trends, death, or a change in a job procedure or equipment
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 § 5 COMPONENTS OF A BBP PROGRAM: ü ü ü Exposure Determination Methods of Compliance Work Practice Controls Training Medical Evaluation for Affected Employees
BLOOD BORNE PATHOGENS continued. . . § Training ü ü High risk – within 90 days of hire and annually thereafter Low risk – within a year of hire and every 5 years thereafter • ü 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: ü ü ü 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
HAZARDOUS MATERIALS § § Must conduct a documented “site assessment” If HM are present, must have a written site specific HM program
HAZARDOUS MATERIALS continued. . . § § 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 PROGRAM
DRIVER SAFETY § A written program is required and shall cover: ü ü ü ü 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 DA 2054 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 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 AND PROPERTY PROGRAM
BONDS, CRIME, & PROPERTY § Program covers three 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 Security system in place for all entry points Securing equipment located within buildings Limiting access to data on personal computers
KEY CONTROL Written policy shall include: § § § Key/card log Procedures to change locks/codes Employee responsibilities Methods for issuing, returning, & accounting for lost/stolen keys/cards Procedures for handling keys/cards
WRITTEN PROCEDURES Written procedures must address the following: § Separation of duties § Controlling inventories (including disposal) § Purchasing § Reporting & investigating losses/damages § Timely reporting to ORM Claims Unit § Handling of negotiable items § Securing vaults/safes § Assigning individual to monitor/update program
EQUIPMENT MANAGEMENT PROGRAM
COMPONENTS § § Responsibilities Specific Inventory Preventive Maintenance Procedures Preventive Maintenance Schedule
COMPONENTS § § § continued. . . Testing Procedures Documentation Training
RECORDKEEPING § § Records are maintained for life of equipment Typewritten or computergenerated
PERSONAL PROTECTIVE EQUIPMENT (PPE) Written procedures must address the procurement, use, maintenance, and disposal of PPE for the following: § § § § § Head Face Eyes Ears Torso Extremities Hands Feet Respiratory System
PPE § § § Workplace Assessment Identify Appropriate PPE Training
WORK ORDER SYSTEM Written work order procedures shall cover: § Scheduled PM and/or Repairs ü Reported Problems ü Emergency Problems
LOCKOUT/TAGOUT (LO/TO) § § § Agency Personnel vs. Contractors Training of Employees Appropriate LO/TO Devices
BOILERS § § § Must be Inspected as per jurisdictional requirements Current Inspection Certificates Posted At/Near Equipment Inspection Deficiencies Must be Corrected & Documented
ELEVATORS § § Inspected Semi-Annually Code Violations Corrected & Documented Certificates Available Fire Service Key
CONFINED SPACE § § § Assessment Permit vs. Non-permit spaces Contract vs. In-house
CONFINED SPACE continued. . . § § Goal Training ü Equipment ü PPE ü Rescue ü Environmental Testing ü Permits (if applicable)
STATE PREVENTIVE MAINTENANCE FUNDS To be eligible, an agency must have a: § § written PM program statement from Department/Agency Head or financial officer copy of bids for repair/replacement letter from LPO stating agency passed its equipment management audit
WATER VESSEL PROGRAM
COMPONENTS OF WRITTEN PROGRAM § § § Responsibilities Enrolling employees Definition of high-risk operators
COMPONENTS continued. . . § § § Operator training Disciplinary action Claims reporting Accident investigation Definition of State water vessels
DEFINITIONS § High-Risk Operator § Water Vessel § State-owned/leased/hired vessel
INSPECTIONS/REPAIRS Written checklist must include: ü Fire extinguishers ü Personal flotation devices ü Sound signaling devices ü Flares ü Damage to the vessel ü Communication devices ü Lighting ü Trailers
ACCIDENT REPORTING § Form DWF-BIR-005 ü Obtain from Dept. of Wildlife & Fisheries for all non-commercial vessels § Form CG-2692 ü Obtain from Coast Guard for Commercial vessels
CLAIMS § Claims reporting § Jones Act
FLIGHT OPERATIONS PROGRAM
COMPONENTS § § § Responsibilities Training Accident analysis Definition of an accident When to report an accident How to report an accident
FAA Pilots flying for the State of Louisiana must comply with all procedures established by the Federal Aviation Administration (FAA)
ACCIDENT REPORTING § § § In addition to FAA forms, the pilot will complete the ORM Aircraft Incident/Accident Report (if pilot is unable, then supervisor must complete) Must be submitted to the Transportation Unit within 48 hours If injury or property damage is evident, contact Claims ASAP at 225 -219 -0168
THE END!
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