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LOSS PREVENTION PROGRAM Presented by FARA Risk Control Services on behalf of ORM 10. 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? 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. [email protected] com

LOSS PREVENTION continued. . . What we do: Ø Ø Ø Ø Conduct Audits 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 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, 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 GENERAL SAFETY PROGRAM

COMPONENTS 1. 2. 3. 4. 5. 6. 7. Management Policy Statement Assignment of Responsibilities 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 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 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 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 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 ASSIGNMENT OF RESPONSIBILITIES § § Delineation of duties Accountability Provided to employees Written

DEPARTMENT/ AGENCY HEAD § FULL responsibility for, and implementation of, Safety Program § Authorizes 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 § 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 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 § 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 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 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 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 MEETINGS § § § Frequency Meeting vs. Training Effectiveness Attendance Available for audits

SAFETY TRAINING Mandatory topics: § Sexual Harassment § Drug-Free Workplace Other necessary training 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 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 PROCEDURES FOR INSPECTION § § Purpose Frequency ü Class A/Class B

WRITTEN INSPECTION PLAN § § § Housekeeping safety rules Inspection procedures for facility/location Written 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 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 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 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 COMPLIANCE § § § Written accident/incident investigation procedures Responsibilities Documentation

GUIDELINES § Conduct an investigation ü § For all reported accidents & incidents When 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 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 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 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 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 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 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 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, 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 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) TRAINING § § § HAZCOM Material Safety Data Sheet (MSDS) Personal Protective Equipment (PPE) Lab Safety Lab Hoods

DRIVER SAFETY PROGRAM DRIVER SAFETY PROGRAM

DRIVER SAFETY § A written program is required and shall cover: ü ü ü 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 DEFINITIONS § § Vehicular Accident Authorized driver High Risk Driver State Vehicle

AUTHORIZING DRIVERS § § § Enroll employee in training within 90 days Complete DA 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 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 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 AND PROPERTY PROGRAM

BONDS, CRIME, & PROPERTY § Program covers three key areas § Which agencies must BONDS, CRIME, & PROPERTY § Program covers three key areas § Which agencies must participate?

WRITTEN PROGRAM Written program shall address: § Managing assets/fiscal internal controls § Training § 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 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 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 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 EQUIPMENT MANAGEMENT PROGRAM

COMPONENTS § § Responsibilities Specific Inventory Preventive Maintenance Procedures Preventive Maintenance Schedule COMPONENTS § § Responsibilities Specific Inventory Preventive Maintenance Procedures Preventive Maintenance Schedule

COMPONENTS § § § continued. . . Testing Procedures Documentation Training COMPONENTS § § § continued. . . Testing Procedures Documentation Training

RECORDKEEPING § § Records are maintained for life of equipment Typewritten or computergenerated 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 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 PPE § § § Workplace Assessment Identify Appropriate PPE Training

WORK ORDER SYSTEM Written work order procedures shall cover: § Scheduled PM and/or Repairs 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 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 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 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 § § § Assessment Permit vs. Non-permit spaces Contract vs. In-house

CONFINED SPACE continued. . . § § Goal Training ü Equipment ü PPE ü 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: § § 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 WATER VESSEL PROGRAM

COMPONENTS OF WRITTEN PROGRAM § § § Responsibilities Enrolling employees Definition of high-risk operators COMPONENTS OF WRITTEN PROGRAM § § § Responsibilities Enrolling employees Definition of high-risk operators

COMPONENTS continued. . . § § § Operator training Disciplinary action Claims reporting Accident 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 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 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 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 CLAIMS § Claims reporting § Jones Act

FLIGHT OPERATIONS PROGRAM FLIGHT OPERATIONS PROGRAM

COMPONENTS § § § Responsibilities Training Accident analysis Definition of an accident When to 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 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 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! THE END!