Embed Size (px)
Citation preview
Online Systems
Forum
Safety Action Pty Ltd®
Seasons Hotel, St Kilda Rd
26th May 2014
Online Systems Forum
Welcome
& Key Issues
Gary Rowe
CEO Safety Action Pty Ltd®
What we do at
Safety Action Pty Ltd®
• Strategic safety reviews
• Independent investigations
• Safety culture & leadership
• Safety audits & manuals
• Contractor management
• Workshops
Safety
Inductions &
Contractor
Management
General Duty of Care We need to ensure:
• Safe work place
• Safe tools & equipment
• Safe systems of work
• Trained & supervised
NSW S.19 Vic S.21 Qld S.19 WA S.19
Tas. S.19 NT S.19 SA S.19 NZ S.6
Vic OHS Act S.21(3)
Obligations to
Contractors Duty similar to that for
employees
Contractor
Management
Process
New Project /
Maintenance
Procedure (who does what when)
Works Contract (legal & financial)
Safety Rules /
Specifications
Key Documentation
Contractor Management
Procedure (who does what when)
Project Documentation
Contract Document
Approved
Contractors
Safety Rules
Project Documentation - Risk Assessment for Project
- Corporate safety inductions
- Work requiring Permit-to-Work
Site Documentation - Site Safety Plan
- Site Safety Inductions & Site rules
- JSAs / SWMS & Permits Issued
- Emergency Procedures
- Audits & Inspections
- Incident & Hazard Reporting
- Post Project Review
Approved Staff
Who Has Control?
Telstra vs Comcare AIRC 136, 23 February 2007 (subject to appeal by Telstra)
• Telstra contracted a joint venture
• Facilities management agreement
• Maintain a telephone exchange
• Sub-contractor caught hand in machine
• Telstra managers came & went
• Telstra retained ultimate control
National
Guidelines for
Contractor OHS
Management
Standards Australia
ENA NENS 10 - 2005
National Guidelines
LOW Risk
Contract Works
Work
Method
Statements
(JSA’s)
Minimum
Requirement
National Guidelines
MEDIUM Risk
Contract Works
Site Specific
Safety
Mgt Plan
Work
Method
Statements
National Guidelines
HIGH Risk, Complex
Contract Works
OHS Mgt
System
Site Specific
Safety
Mgt Plan
Work
Method
Statements
Safety Inductions
Principle: “No person to perform any
work until completed safety
induction”
a) Corporate level induction
b) Site safety induction
Key Principles
1. Staff trained to engage or supervise contractors.
2. Contractor selection includes OHS.
3. Only use from approved contractors list.
4. Procedure for use of non-approved contractors.
5. Risk assessment for high risk projects.
6. Every worker site safety inducted.
7. Site safety plan in place.
8. Contract includes “hold points”.
Key Principles cont.
9. Site safety rules.
10. Contractor sign-in incl. acceptance s/rules.
11. All contractor work has documented SWMS.
12. Permit to Work System in place.
13. Agreed isolation (LOTO) process.
14. Supervision responsibilities for all work.
15. Monitor performance of contractor work.
16. Annual & end of project review.
Contractor Selection – OHS / WHS Criteria
Contractor Details Contractor:
Single Project / Ongoing Work:
Job Reference:
Assessed by:
Location:
Date of Evaluation:
OHS Criteria 1. OHS Management Systems in place – for medium-to-large or ongoing projects
1.1 Safety Manual YES / NO 1.2 Safety Certification YES / NO 1.3 Environmental Certification YES / NO
2. Safety Performance (last 12 months) 2.1 Number Employees (EFT): 2.2 Number Lost Time Injuries (LTI): LTI Rate: 2.3 Number Medical Treatment Injuries (MTI): MTI Rate: 2.4 Number First Aid Injuries:
3. Government Notices or Prosecutions 3.1 Any government safety or environmental inspector notices issued in last 12 months? e.g. prohibition or improvement notices
YES / NO
3.2 Any OHS or environmental prosecutions in last 5 years? YES / NO
4. Managers & Supervisors Trained in OHS 4.1 Managers & Supervisors trained in OHS in last 3 years % 4.2 Managers & Supervisors trained in safety leadership % 4.3 Managers & Supervisors trained in preparation of risk assessments % 4.4 Managers & Supervisors trained in preparation of site safety plan % 4.5 Managers & Supervisors trained in preparation of job safety analysis %
5. Workers Trained in OHS 5.1 All workers on this project trained in OHS in last 3 years? YES / NO 5.2 Workers hold all applicable licences / certificates and are appropriately experienced for this work?
YES / NO
Recommend firm be placed on XYZ Co. Approved Contractor List? YES / NO Main reason why: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
XYZ Co. “sponsor” name: _______________________________ Date: _____________
Post / Annual Contractor Evaluation Checklist
Contractor Performance Evaluation Contractor: Post Project /
Annual Review:
Location(s):
Assessed by:
Project Summary:
Date of Evaluation:
Safety Performance Did the contractor have any work injuries during the period of the contract / last 12 months? YES / NO
If YES, give details.
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Was the contractor involved in any safety, environmental or other incidents? YES / NO
If YES, give details. _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
1 of 2
Safety Management and Standards Poor = 1 Satisfactory = 2 Good = 3 Very Good = 4 Excellent = 5
1 2 3 4 5 Contractor’s ability to prevent injuries & achieve a goal of zero harm Rate the adequacy of the contractor’s safety management system Rate the adequacy of the contractor’s safety auditing and inspections
Rate the contractor’s safety performance
How good was the housekeeping and orderliness?
Rate the safety attitude and co-operation of the contractor’s supervisors Rate the safety attitude and co-operation of the contractor’s employees e.g. wearing PPE, barricading work areas properly etc
Planning of safety during the contract. Was it positive and proactive? Rate the quality of the contractor risk assessments Comments on overall safety performance: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Contract Poor = 1 Satisfactory = 2 Good = 3 Very Good = 4 Excellent = 5
1 2 3 4 5 How well were requirements understood, including safety How responsive was the contractor to requests?
How easy was communication (face to face, email etc) with the contractor?
Comments: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Work Performance Poor = 1 Satisfactory = 2 Good = 3 Very Good = 4 Excellent = 5
1 2 3 4 5 Was all the work completed on time?
How prompt & complete was the work doc’n?
Did the finished work meet the contract specific’ns?
How well was the contract ‘self-managed’? Comments on contract award: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Overall, would you like to use this contractor again? YES / NO Recommend: a) Stay on Approved Contractors List or
b) Remove from Approved Contractors List Final Decision: Approved By: Date:
2 of 2
Online Systems
Forum
Emily Carter
Online Options
Overview
• Part of overall Contractor
Management Program
• Benefit for geographic spread
• Multitude of custom and off-
the-shelf solutions available
Overview
• Consistent baseline
Bad F2F Training
Online Training
Good F2F Training
Overview • Identification and discussion with suitable contractors
• Online documentation submission
• Prequalification
• Online induction
• Site induction / on the job training
• Periodic auditing or spot checks
• Performance evaluation
• Review of approval status
Selected Providers
Selected Analysis Online Induction EBMS iPro Live
Investment Low Mod-High High
Off the shelf system Yes Yes Yes
Custom system Yes Yes Yes
Cost to Suppliers No Optional Yes
Min. Suppliers 1 1 100
Upload Documentation Yes Yes Yes
Custom Questions Yes Yes Yes
Live Verification No No Yes
Interface Basic Mid High End
Presenters
• Richard Dovison, Landmark
• Saffron Newton, ALDI Stores
• Ross Gibson, Target
• Damien Kook, Yarra Trams
• Andrew Douglas, M+K Lawyers
Landmark Operations Limited
Contractor Management Forum
Richard Dovison National Safety Risk and Compliance Director
Agrium: a snapshot
• Leading Global Producer of Nutrients: $5.5 billion in nutrient sales (2012)
• Premier Global Ag Retailer: Revenue $11.5 billion (2012), 1,250 locations
• EBITDA: $2.7 billion (2012)
• Market Cap: $13.7 billion
Landmark: a snapshot
• $1.6 billion in Merchandise and Fertiliser Sales (2012)
• $1.8 billion in Livestock transactions (2012)
• Market share of farm inputs: 27% (2011), 340 locations
• EBITDA: $69.3 million (2012)
2
Agrium & Landmark Financials
Agrium is…
3
3
A World Leader in Innovative Controlled-Release
Fertilizers
A Leading Producer of NPK Products: 9 MMT Capacity
A Major Global Fertilizer Distributor: Over 3 MMT
Annual NPK Volumes
Global Nitrogen Producer
The Largest Global Ag Retailer: Approximately
1,250 Facilities
North America - Over 900 Retail Facilities
South America - Over 50 Retail Facilities
Australia – Over 250 Retail Facilities
Nitrogen 5mmt capacity
Potash & Phosphate >3mmt capacity
1
Largest Agricultural Retailer Globally
• Leading Ag Retailer: close to 1,250 facilities in NA, Australia and Argentina
• 2011: $10.3 billion in sales & $769-million in EBITDA • Significant growth potential across all regions, products and services • Balanced sales portfolio: Nutrients (44% of sales), Crop Protection
(33%), Seed (11%), Merchandise (6%), Services and other (6%)
4
• Increase EBITDA through growth initiatives – Organic Growth
• Seed Trucks, Applicators – Acquisitions that add value at farm gate
• Must achieve a 12% ROCE
• Implement plans to achieve a ROCE of 9% – Better use of capital
• Retail and Livestock
• Continue to address expense base – Corporate Expenses 2011 $73m – Corporate Expenses 2013 $49m
5
Financial Indicators
6
• [
6
LIVESTOCK
1.5M Cattle $1.1B Turnover
(Mkt Share: 12%) 7.5M Sheep
$678M Turnover (Mkt Share: 28%)
Clearing Sales $30M
WOOL
335,000 Bales $408M
Turnover
REAL ESTATE
$874M Turnover
INSURANCE & FINANCE
$203M Ins Premiums
(Mkt Share: 16%)
$8.1m Finance GP
$1B Revenue (Mkt Share:
28%)
1.0M Tonnes $630M Revenue (Mkt Share: 34%)
FERTILISER
~ 1,700 employees
> 340 ‘touch-points’ with Clients
221 Corporate Stores 33 Franchise, 17 Profit Shares & 2 JVs
75 Wholesale Members
PROPRIETARY PRODUCTS
GROUP
AWH: 50% JV with Elders
LGE: 51% owned
MERCHANDISE
$72.9M Revenue
PROPRIETARY PRODUCTS
$72.9M in Revenue
WOOL
400,000 Bales $408M
Turnover
Landmark Business Description
7
…Which Support Over 340 Locations
8
Corporate
Region Small teams providing strategic direction
to the divisions
Division Division teams work with branches and
affiliates to deliver value
Branch
Flat organisational
structure.
Landmark Business Structure
Landmark Safety Risks - Focus Items 2013
• Driving / Vehicles and fatigue.
• Traffic Management.
• Manual Handling
• Chemicals and Chemical Management
• Forklifts / Heavy Equipment(Loaders, Sprayers, Spreaders)
• Livestock / Animal Handling
• Plant & Equipment (Conveyors, Presses, Blenders)
• Constantly Changing Work Environment (e.g. Clearing Sales)
Risks – Likely causes of Fatality or Serious Injuries in our Business
1. Motor vehicle accidents on public roads
2. Vehicles and mobile plant striking pedestrians on a work site
3. Electric shock from contact with electrical equipment or installations
4. Falls from height >3m including from; trucks, buildings or ladders
5. Struck or crushed by livestock
6. Caught in or crushed by machinery
7. Exposure to harmful chemicals eg poisoning, burns or illness
8. Struck by falling object eg from unstable storage or suspended loads
9. Contractors working on Landmark sites
10. Private aircraft crash eg during mustering, spotting live stock or aerial surveys
Contractor Risks- How to Manage or Control • How to induct at Corporate and Branch level. • Safety Culture of contractors. • Familiarity with Landmark staff. • Supervision-Leave the keys and I will fix the roof
tonight. • Skill and knowledge. • Lack of knowledge of legal and compliance
requirements
What are our existing controls?
• Policies and Procedures.
• Audits and checks.
• Supervision and Management.
• Training and education.
• OSSA- Contractor Administrator.
• Electronic sign in and sign out process.
LTI, 7 RWC, 1
MTI, 16
FAI, 66
Client injury , 6
Death, 0
Near miss, 21
Illness, 3
Motor vehicle , 148
Hazard (LMK only) , 12
Environment, 23
Plant/Equip damage , 37
Non work related incident, 17
Security , 4
2013 2012
Incident Reporting Comparison Rates
Serious Injury 2014- Port Adelaide
Contractor Fell 10 Metres and sustained Multiple Fractures
Initial Findings
• Incident still subject to Regulator review however the following is fact
• Contractor unhooked safety harness whist working on the roof, removed guarding and fell 10 metres.
• Contractor sustained multiple fractures but will make a full recovery.
• Regulator – confirmed that works could continue after reviewing all Policies, Procedures, Induction Records, Audits, JSA’s and Project Management processes.
• Comments from the Regulator were positive and supported Landmarks Contractor Management Procedures and Rules.
• Landmark Manager- excellent Project and Crisis Management actions.
We have Contractors working in this environment.
CLEAR DIRECTION
Landmark Facilities Management System-Core Objectives • Tracking of compliance activities to ensure
compliance to Safety legislation • Deliver competitive pricing and
procurement process. • Ensure that contracts and insurance
provisions are adhered to by the Network. • Provide a process for preventative and
reactive maintenance to take place.
Contractor Process
1. Contractors must have: a) Current Contract with LMK; and b) Current SOP, SWMS or JSAs for all work; and c) Correct licence and certification for the task; d) Must show contractor induction card 2. All contracted workers phone in and receive a site safety induction, before commencing work. (including: Landmark Livestock Induction, Induction Checklist, Facility Checklist, Q Fever acknowledgement) 3. All contractors need to be trained and have an understanding of Animal Welfare, NLIS, and all compliance requirements
including Chain of responsibility.
Hotline – Contractor Controls
Branch Safety Handbook • Handbook sized for ease of reference
• Comprises 21 Elements
• First point of reference for Branch Managers
• Outlines the key requirements for each element
• ‘Doing documents’ are found on the intranet
Reporting Risk and Compliance Issues
Risk and compliance issues can also be logged via the Crisis, Incident & Property Hotline
The types of issues we want reported are:
• Breaches • Customer complaints • Regulatory audits/visits • Legislation / policy changes • Conflicts of interest • Subpoenas • Notices to Produce / requests for information • Insurance claims
Crisis, Incident & Property Hotline
Hotline
MOC’s
Property
Fleet
Insurance RTW
Management
Legal
Journey from On-the-Job training to Blended Learning Pathways
The Challenge
350 Stores across QLD, NSW, VIC, ACT and growing
350 Store Managers training new starters on-the-job
350 different ways of training
= No consistency of message and large cost to business
$$$ Usually 1 Manager training 1 new starter at a time
The Process
Develop Prototype Concept
Develop a concept to move from current state to ideal state. Build a business case.
Select providers for technology components and construct prototype. Include WOW factors to help sell the concept.
Use prototype to get buy-in from the business and sign off on project from stakeholders
Develop systems, content, processes and procedures.
Analysis
What is the current state? What is the ideal state? How can learning help the business strategy / goals?
Implement
Conduct a Pilot, obtain feedback from pilot group, make changes and phase roll out across the business.
Buy-in
TRAINING COSTS
ANALYSIS
CATALOGUE
EXISTING TRAINING
ANALYSE EXISTING
DATA
BUSINESS
STRATEGY REVIEW
EMPLOYEE
LIFECYCLE REVIEW
JOB ANALYSIS
WORKSHOPS WITH
SME’S
03 02
05 06 04 01
Analysis
Blended Learning
Concept Development
CULTURAL CHANGE
COST EFFECTIVE TRAINING
CONSISTENT LEARNING
Role Based Learning Pathways
Leadership Development
ONLINE ON-THE-JOB ASSESSMENT
HIGH PERFORMERS
EMERGING LEADERS
LEADERS AT ALL LEVELS
PRE-BOARDING
0-3 MONTHS
4-12 MONTHS
1-2 YEARS 2+ YEARS
LEARN IT (Online)
LINK IT (On-the-job)
LIVE IT (Assessment)
Prototype
Technology
LMS
Content
Pathway
V
Develop branded LMS with basic functionality to demonstrate concept.
Develop Learning Pathways for demonstration
Test technology solution for accessing LMS and completing training in stores
Develop content to showcase on pathways
Resources
Model resource requirements to implement & maintain
Demonstration
Buy-in
Demonstration made to stakeholders
Subject matter experts engaged in the development of content
Subject matter experts engaged in User Acceptance Testing
$$$ Cost Benefit Analysis provided to stakeholders, along with project plan, resourcing and technology requirements
Develop
Resources • 1 x External Contract
Instructional Designer (ID) • 1 x Internal ID • 2 x Internal Specialists • 1 x Internal Admin • External content development
companies • External Video Production
company
LMS • Scope of Work • Customisations • Project Plan • Test Plan • User Guides • Test system
Content • Rapid ID templates • Content Development Plan • 85 Activities for Pilot (Store
Assistant Learning Pathway) • Custom characters • Communications Plan • Content Sign off process • Content testing process (across
multiple devices and browsers)
Technology • iPad theme and icon • Technology support process for
hardware, software and internet connectivity
• Solutions for poor connectivity areas
• Process to download data from payroll system to upload to LMS
• Report from Recruitment system to LMS
Implementation
Implementation Timeline:
Pilot
May 2014
•Small number of Stores •Store Assistant Learning Pathway – new staff to complete full pathway •Existing staff have their own pathway to ensure they have the access to all content new
starters will receive (not mandatory to complete) •Feedback from Stores to adjust process, procedure and content
Store Rollout Aug 2014
•All Stores •1 Day Train-the-Trainer program for Store Managers/Area Managers •Launch Buddy Program •Create continuous feedback process in order to continually improve programs •Launch Emerging Leaders Program
Warehouse Rollout Jan 2015
•All Warehouses •1 Day Train-the-Trainer program from Section Leaders
Office Jun 2015
•All Office Staff
Ross Gibson
National Safety Advisor
Managing our Contractors at Target
Who are we
30,000 employees
Wesfarmers Retailer
306 Stores Nationally
Under transformation
Range of Contractors
Safety Management System – SafetyCARE
$2m saving FY15 premium
Target Safety Program
Contractor Management - Standard - Procedure - Forms
- Prequalification - Online Induction - Spot Checks / CAR’s - Evaluation
E-Smarts
What’s working
Trained Staff
Trained Staff All work JSA/SWMS
Standard for supervision
Contractors Assessed
OHS Standards in contracts
Permits to work
Documented Induction
Inspections / CARs
Program Evaluation
1. Thorough Contractor Management Review
Where to from here
2. Determine needs and solutions
3. Evaluate existing products or build in-house
4. Roll out and review
What are the risks - a trams perspective
Assessing the Safety Needs of Contractors
Damien Kook Director, Safety & Environment
Aim
Define some of the risks posed by contractors and share
some of our lessons learnt in a unique tram operating
environment?
2 2
Melbourne’s Tram Network
The world’s largest operating tram network
250 kilometres of double track
1763 tram stops
495 trams
2200 staff
31,500 weekly services
3.5 million passenger trips every week
8 classes / 12 variants of trams Average age of fleet is 25 years
Yarra Trams & Keolis Downer: A dynamic partnership
6
Case Study No.1 - Incident Details
• Morning of 9/9/11 at Federation Square Tram 217 stopped suddenly because of pedestrians jay walking in front of the tram
• At the same time a contractor cleaning van was moving between worksites using the tramway
• Tram 84 was following and failed to anticipate the sudden stopping of the tram in front
• Tram 84 crashes into the rear of the cleaning van which in turn is pushed into the tram in front
• No one was injured. No damage to either tram but a bit of damage to the cleaning van!
6
9 September 2011
8
Immediate Causes
• Contractor had not received any: • Induction training (into YT systems and processes) • or job training to confirm:
• When you can drive on the tramway (legislation) • When you should you avoid driving on the tramway • How to mitigate the risks associated with driving on the
tramway: • Lights on • Speed restrictions • Parking arrangements • Hazard identification (power, traffic, other moving
trams)
8
Case Study No. 2 - Near Miss
Crushing Injury
9
6/2/12
Background
› 29/8/12 contractor arrives on site to conduct inspections:
› Goes straight to workshop (i.e. no sign in)
› Picks up danger tags for job
› Enters pit for inspection
› At the same time:
› the tram is allocated
› driver removes danger tag
› prepares to move tram
› contractor hears driver STOP
10
Issues
› No paper work to support transmittal process (handover from maintenance staff to operations
› No sign in of contractor
› Driver in a hurry because depot under pressure because of morning delays
› Wrong LOTO procedure applied
11
Issues (cont)
12
13
So Why Manage Contractors • Extensive number of contractors • Doing different types of work (different risks)
13
Tram Wrapping • at height • near 600v DC • Near moving
trams
14
Why manage contractors
• Smaller operators (father and son businesses) • Carry significant corporate as well as operational risk
14
15
How things have changed…….
• You can’t outsource the risk of contractors • Contractors should have the same relationship as that of
a manager / employee • They must understand and comply with your SMS • Controls implemented should not be a tick-a-box
exercise • Contractors need to be monitored – their work and
safety performance
15
16
Contractor Management Principals
• Processes must be systematised • Processes must be kept simple • Contractor managers must have buy into process
development • Processes must intuitively assess and control risk • Tools must be easily accessed and used • Training must cater for all demographics of user
• Different education levels (ability to speak English) • Access to technology (computer / internet)
16
17
Summary
“Contractors should be managed as part of your workforce
and not as an addition to it”.
17
Thank You - Questions
Damien Kook, Director Safety & Environment
32/140 William Street Melbourne VIC 3000
T +61 3 9619 3200 F +61 3 9619 3217 M 0410 438 731 E [email protected]
Compliance Verification Online
www.iprolive.com
1 2
Reduce the costs and risks involved in contractor compliance, employee and supplier compliance monitoring and information management with the iPRO LIVE online contractor compliance and verification system.
Provide online induction training and monitoring for all your contractors and employees using the Ipro iNDUCT online induction system. Be advised immediately of pending renewals or non-compliance.
Monitor employee compliance on all your sites with the Ipro iCard access card. Compliance status is verified when employees swipe their Ipro smartcard through the card readers located at site access points.
Automatically send new tenders raised, optimise supplier and contractor selection, streamline your tender preparation and supplier lodgement processes with Ipro ezTenders - our market-leading e-tendering facility.
Compliance Online incorporating
- Compliance Your Way -
What is iPRO LIVE®?
iPRO LIVE is much more than a supplier registry service. It is an innovative, dynamic SaaS (Software as a Service) that allows any individual, partnership, trust or company to provide information to prospective or existing clients so that these clients can determine their suitability for engagement. The system also allows for both legislative and client-specific pre-requisites for contractor/supplier engagement, prequalification and compliance.
Reduce running costsOne of the greatest benefits of iPRO LIVE is that it reduces the time and effort involved in gathering and verifying documentation, monitoring status changes and managing the compliance process. The iPRO LIVE management system automatically notifies clients, contractors and/or suppliers when any important status changes occur, allowing both parties to respond quickly and make any necessary adjustments. Time saved means reduced running costs AND more time to focus on building business opportunities and fostering better client relationships.
Incorporate extra featuresTo further enhance this powerful information management service, optional worksite card access, induction training and e-tendering modules are available as add-on features for iPRO LIVE. These
Benefits at a glance• Simplify the collection, management and
archiving of contractor and supplier records and documents
• Reduce the operational risks involved in cases of non-compliance, information inaccuracies or paperwork fraud
• Receive instant and accurate third party verification of vital compliance information
• Reduce the internal costs of compliance, maintenance and management
• Keep track of policy/licence expiry dates and receive notification of status changes
• Customise the data being required, gathered and verified
• Identify cases of non-compliance prior to or during engagement
iPRO LIVE- Australia’s online compliance and information verification management system!
iPRO LIVE collects, verifies and manages all supplier, contractor and employee information which clients require to meet contractual needs and obligations. Its web-based verification data portal removes the necessity for each business to handle compliance management independently on a case-by-case basis. It enables the online verification of both legislative and client-specific data to be carried out by relevant third party sources that are authorised to approve and confirm this information. All data gathered is available for update and review via the internet - allowing vital information and compliance status updates to be accessed 24 hours a day, 7 days a week.
- Compliance Your Way -
modules will help clients to gain significant cost reductions and even greater performance improvements by extending the benefits of iPRO LIVE into other compliance-related areas of the business.
3 4
What information does iPRO LIVE® gather?
iPRO LIVE removes the requirement for clients to manually collect and then verify documentation with each authorising body/department. Its on-going monitoring capability makes sure that all involved parties are notified of expiry dates and renewal deadlines in a timely manner and ensures that any cases of non-compliance are immediately identified prior to or during the term of a contractor or supplier’s engagement. The live verification system also ensures any information inaccuracies are discovered quickly for immediate correction.
The iPRO LIVE online compliance management system collects and verifies all certificates (such as insurance policies or licences) to ensure the validity of the certificates. It will then generate digital copies of these certificates so that they can be viewed via iPRO LIVE’s secure web portal. Clients can also print hard copies of these validated certificates at any time for their own purposes.
Contractors and suppliers who register with iPRO LIVE will not be passed as compliant until all questions have been responded to and, where applicable, verification of their documentation has been completed. Based on the client-specific requirements, iPRO LIVE will report back to the client to inform them as to whether the contractor/supplier is compliant and can therefore be considered a preferred candidate.
As a result, iPRO LIVE increases the transparency of the client-contractor/supplier relationship, helps avoid fraudulent licensing issues, and reduces the risks involved in any inadvertent failure to comply with government regulations or contract-specific requirements. - Compliance Your Way -
How does the iPRO LIVE system differ? Most solutions available on the market are static web-based systems that do not allow the users to tailor compliance requirements or share information between users. In contrast, the iPRO LIVE system is a dynamic service that is driven by the client’s specific needs. While a number of minimum entry-level compliance requirements are already embedded within the iPRO LIVE system for immediate use, clients can easily expand and tailor these requirements to meet the needs of a specific contract or requirement.
iPRO LIVE’s centralised database provides a single point of communication for all users. All the informa-tion needed for applications, memberships or even tender submissions can be provided and sent electronically without the need for the users to search for and copy the same information each time a new submission is required.
• Business details• Insurance• Licences• ABN, ACNs• Legal entity name and business structure• References• Historical Statistics• Financial information• Training requirements• Safety practices• Chemical and material safety procedures• Safety evaluations• Accident/incident reporting & investigation• OHS policies and registration• Emergency protocols• Environmental information• Quality Assurance
Need a better way of gathering and verifying these types of contractor and supplier information?
iPRO LIVE’s prime responsibility is to gather and verify information from contractors and suppliers. To perform this task, each individual client’s contractors and suppliers are aligned with ANZSIC standard industry codes and regions of operation. Contractor and supplier compliance informa-tion is then tailored to allow for a unique set of compliance questions based on industry and regional variations. This streamlined process enables iPRO LIVE to deliver reduced maintenance costs, minimised operational risk and improved business compliance. Collected data is instantly made avail-able via the iPRO LIVE secure web portal. Where possible, verification via third party databases is performed at the time of data entry. Ongoing and asserted data is identified for subsequent independent audit review and verification.
How does iPRO LIVE® work?
iPRO LIVE is offered as a service over the internet. It provides all clients, contractors and suppliers with a single point of communication and distribution of compliance requirements and information. Updated automatically, this information management and verification service provides users with instant access to the latest information about their clients’ requirements, to validated qualifications and to any changes that may have recently occurred that affect the information stored in iPRO LIVE’s centralised database.
To begin with, the client specifies the rules for calculating compliance status and establishes the standards by which prospective contractors and suppliers will be judged. All risk evaluations, compliance requirement assessments, contracting and hiring decisions remain the sole responsibility of the clients. The clients retain all rights to the reports, documents, data and other information that is prepared by iPRO LIVE in connection with the performance of its management services.
Each contractor or supplier nominated by the client is given written notice of iPRO LIVE’s authorisation to conduct reviews and solicit the required information. The contractors are instructed to complete the compliance and documentary requirements either online or by presenting them in hard copy. By paying a small annual fee, contractors and suppliers can register for iPRO LIVE and benefit from the advantages that iPRO LIVE provides them in potentially winning this contract and many others. Each contractor and supplier registered as a user of the iPRO LIVE service can choose to make any identically requested compliance data available to other iPRO LIVE clients.
The entry of data by the contractor or supplier triggers numerous actions within the iPRO LIVE system. Where third party databases are available, data entered into iPRO LIVE is instantly verified and continuously validated. Other verifiable data is identified by iPRO LIVE and scheduled for later verification. Any assertions or claims made by the contractors/suppliers are identified for audit reviews by the appropriate professionals in accordance with the agreements iPRO LIVE has in place with each client. Supporting documentation is electronically collected, or uploaded, where it is required as part of the data entry process. The compliance status is continuously monitored and will display the progress of the compliance process at any given time as well as what has been achieved at each point.
Once iPRO LIVE has received the completed compliance requirements and supporting documentation, the system will automatically verify each item and compile a file for that contractor/supplier and lodge it in the iPRO LIVE database.
Live verification of dataDeveloped with patented technology, iPRO LIVE features live verification of data from government departments, insurance companies and other third party authorisation bodies. Using web services, iPRO LIVE compares the information provided by the contractors and suppliers with the information stored in the third party databases. Once verified, the status of certifications, licences and insurance policies will be constantly monitored so that iPRO LIVE can provide its users with instant updates regarding any changes to those official documents.
Protecting your privacyiPRO LIVE is committed to protecting your privacy and ensuring the confidentiality of your data. The use of SSL encryption assures users of the highest of security protection. Users are required to enter a password to gain access to their accounts. Contractors and suppliers can only view their own data file and clients can only view information that is specific to them and their contracts.
- Compliance Your Way -
5 6
- Compliance Your Way -
Eliminate the practice of fraudulent licence sharing with iPRO LIVE. For example, the system has the abil-ity to automatically check all legal details such as ABN/ACNs, legal entity names and business structures with third party organisations such as ASIC and the ABR in Australia. In addition, most trade licences can be verified directly with government databases. Licence fraud is immediately identified and the client notified automatically by the iPRO LIVE system.
Once made available online, iPRO LIVE’s specially developed web-based verification system accesses government databases directly to verify all information provided, saving both clients and contractors considerable time and money.
Reduced operational riskiPRO LIVE can help clients, contractors and suppliers to minimise their operational risk. For clients, thesystem verifies and monitors contractor and supplier compliance to ensure that safety standards, licensing, insurance and environmental policies are adhered to without the client having to perform frequent manual audits and ‘spot checks’ on the work sites. Moreover, it also notifies all parties involved when any changes are made to previously verified data. By ensuring client requirements are continuously being met, instances of accidents and injuries are less likely to have a negative impact on the company and its productivity.
For contractors and suppliers, business relationships with clients are inherently risky too. Business can be lost due to overlooked items such as insurance policy lapses, poor safety performance documentation, inaccurate information posted about the company by a third party, and failing to comply with government regulations or client-specific requirements. iPRO LIVE helps to mitigate these risks by verifying all data submitted online, sending out email notifications warning of pending renewals, and offering the ability to set up multiple client associations and share identical compliance data with several clients.
Increased environmental controlsImproved productivity is a function of three main factors: safe working conditions; processes which are easily monitored and enforced; and simple methods for measuring the success of these processes. With iPRO LIVE, the client sets the rules of the contract, and the contractors/suppliers must demonstrate that they have met these requirements. Any cases of non-compliance are immediately viewable by both parties, thereby alleviating the need for clients to be performing regular quality and safety audits, and/or directing quality and safety audits where compliance is not being demonstrated.
This simple benchmarking method helps reduce the workload involved in completing audits and independently checking compliance requirements with the relevant authorities. Any rogue contractors or suppliers who engage in unsafe practices are quickly identified and removed. These types of safety controls often result in a reduction in lost time due to accidents and injuries.
Reduced fraudulent licensing issuesManually checking the validity of hardcopy licences, policies and certificates is both time-consuming and costly for the client. It is also time-consuming for contractors to collect and present all of documentation requirements for each new client contract.
What are the benefits of using iPRO LIVE®?iPRO LIVE offers its users a wide variety of benefits. These benefits range from simplifying record collection, disseminating compliance requirements and archiving documents, to providing independent compliance verification and timely change notifications. By reducing the risks of non-compliance and increasing the efficiency of the compliance monitoring and management process, iPRO LIVE can increase productivity regardless of whether the user is a client, contractor or supplier.
Can iPRO LIVE® be tailored for specific needs?
Entry-Level Compliance Requirements iPRO LIVE requires registered users to provide a basic level of compliance information in order to be certified as being an Ipro-compliant contractor or supplier. Some of these requirements include insurance verification, licence validation, training requirements, safety procedures and records, and environmental performance.
Adding New RequirementsAny additional requirements that a client or contract may need can be easily incorporated into the dynamic iPRO LIVE system. Clients simply provide the requirements needed, select the type of verification required to meet those requirements, and identify to which industry category the requirements apply.
One example could be the provision of external or internal audits. These audits could be focused on verifying or investigating information such as the financial capacity of the contractor or supplier, or safety and performance reviews. With the client’s authorisation, iPRO LIVE can allow third parties to enter audit results in iPRO LIVE and attach their audit report. Based on the client’s requirements, iPRO LIVE can also display whether the audit results showed that the contractor or supplier met the client’s compliance requirements.
- Compliance Your Way -
iPRO LIVE understands that each client and each contract is different. The iPRO LIVE system enables clients to build upon the minimum level of compliance required by all registered users to include requirements that are specific to a particular client or contract. iPRO LIVE also customises the compliance information to be supplied based on the regions serviced and the services offered by the contractor or supplier.
Optional Add-On FeaturesThe features and benefits of iPRO LIVE can be further expanded to other areas of the business by incorporating add-on modules such as site access management and compliance monitoring, induction training and e-procurement.
Monitor employee compliance on all your sites with the Ipro iCard Access Card System. Compliance status is immediately verified when employees swipe their Ipro smartcard through the card readers located at site access points.
Provide online induction training and status monitoring for all your contractors and employees using the iPRO LIVE Online Induction System. Ipro Induct advises all partiesimmediately of pending training renewals or cases of non-compliance.
Automatically receive new tenders raised, optimise supplier selection and streamline your tender preparation and supplier quotation request processes with Ipro ezTenders - the market-leading e-tendering facility.
7 8
Ipro iCard™ - On-Site Compliance Monitoring
Wanting better control over who is given work site access? Clients face exposure to significant risk if a non-compliant con-tractor, supplier or employee is allowed to access a worksite. The Ipro iCard is an access card system designed to monitor and control employees arriving to work at a site. Existing and prospective employees, who have been issued an Ipro iCard, simply swipe the card through an Ipro card reader installed at one of the designated site access points. The reader will immediately scan their details, verify the cardholder’s compliance status and determine whether to prevent or allow them access to the site, all in a matter of seconds.
Using the Ipro iCard Access Card systemThe Ipro iCard is an optional module that works in conjunction with the iPRO LIVE compliance and verification system. Swiping the iCard will connect it to the powerful iPRO LIVE system for employee information and compliance verification.
To use the Ipro iCard module, an additional compliance requirement is entered into iPRO LIVE which requires each employee’s account to include a colour copy of his/her driver’s licence. iPRO LIVE then verifies that the driver’s licence matches the iPRO LIVE account holder’s details. It also verifies that the photo on the licence is an acceptable form of photographic identification. Only an employee who meets the iPRO LIVE compliance requirements will be issued an Ipro iCard.
Attaining an Ipro ICardTo attain an iCard, employees must: a) be fully compliant; and/or b) work for an employer who is fully compliant with the verified photographic identification reproduced in the Ipro iCard access card.
Accessible 24/7, iPRO LIVE will then be able to match the swiped iCard holder’s details to their iPRO LIVE account and instantly verify whether the card holder is compliant with all appropriate regulations and client requirements for working on that site. If the iCard holder’s status has changed, making them non-compliant, s/he can be refused access to the site.
Benefits at a glance• Compliance of all employees is enforced at all
Ipro iCard accessible sites• One Ipro iCard can be used for all client sites
using the system• Integrated reporting capability which lists
which employees accessed the site and the times and dates of their access
• Detailed reporting capability that records any instances of non-compliant employee access including the authorising person and the reason why access was allowed
• Recording of additional equipment provided to the contractor at entry (optional)
• Recording of work instructions relating to the contractors’ entry to site (optional)
Raise awareness and increase complianceIn industries where changes in workforce dynamics are resulting in high employee turnover rates, it is vital to raise awareness to the need for compliance and increase the level of compliance among existing and potential employees as a result. The implementation of the Ipro iCard Access Card system will also highlight any potential points of risk within the client’s processes and practices. Once identified, the client is able to address these areas of risk and streamline operations.
- Compliance Your Way -
Ipro iNDUCT™: online induction training
Benefits at a glance• Online induction and training course creation • Increased employee understanding of the
content using associated quiz assessments • 20 generic safety talk modules available for
fast course creation• Advance notice of pending induction
renewals• Automatic sending of a range of email
notifications and reminders to employees • Automatic notification of non-compliance
Looking to reduce the time and effort involved in induction monitoring and delivery? Ipro Induct is an online induction system that offers the option of adding induction programs, induction completion status monitoring and non-compliance notification to the existing iPRO LIVE compliance and verification system. Designed as an add-on feature for iPRO LIVE, it draws upon the powerful iPRO LIVE compliance and verification system’s capabilities to enable fast, efficient verification of information and 24/7 status updates.
- Compliance Your Way -
Once the training/induction sessions have been completed online, Ipro Induct updates their status automatically so that the client can easily see that the appropriate training has been completed.
Reduce operational riskCreating and monitoring training and induction sessions is a time-consuming task that often requires dedicated personnel to develop course module content, schedule training and induction sessions, keep track of new employee arrivals, monitor existing employees to ensure their training and induction sessions are kept up to date, and ensure that all employees are compliant and therefore able to work on-site. Without a systematic approach to managingthis process, the potential exposure to the risks involved in non-compliance is significant.
Streamline induction managementThe combination of iPRO LIVE and Ipro Induct is a powerful tool for dramatically reducing the time, effort and operational risk involved in employee induction management. Contractors, suppliers and clients all can have access to the same system which enables all parties to view and carry out the client’s training and induction courses online, regardless of the time or location. Inductions must usually be completed within a specific timeframe. Having the courses available online through Ipro Induct removes the necessity for existing and prospective employees to travel to designated training locations. Ipro Induct therefore makes it quicker and easier for contractors, suppliers and their employees to attain and maintain their compliance status.
Create courses onlineFrom the client’s perspective, text and multimedia course content can be easily generated and incorporated into course modules. The addition of movie files, images and internet links in these modules can enhance the employee’s understanding of the content and make the induction sessions a more memorable experience. Ipro Induct also helps to verify employee understanding of the content by offering simple Q&A tests and other assessments with each module.
by monitoring all employee qualifications, training and induction requirements to ensure they are compliant with work site requirements.
Ipro Induct assists in ensuring the safety of worksites
9
Using the Ipro ezTender systemIpro ezTenders provides a fast, efficient means for preparing tenders, publishing them, submitting, managing and evaluating responses, placing the contracts, and getting the work contracts started as quickly as possible. Used in conjunction with the powerful iPRO LIVE compliance and verification system, Ipro ezTenders makes the long drawn-out manual tendering timeframe a nightmare of the past.
Ipro ezTENDERS™: e-procurement made easy
These contractors/suppliers have already been verified by iPRO LIVE as being compliant with the requirements specified in the tender. Clients can be assured that their submissions will achieve a given compliance base-line without having to perform an arduous information verification process.
Reduce paperwork - Enhance communicationContractors/suppliers can submit a tender response online through iPRO LIVE, using the system to automatically complete the sections of the tender relating to the client’s compliance requirements. This feature cuts down the amount of document management required to complete tenders. Ipro ezTenders will record all submitted tenders and the information contained within them for future reference and use. As a single point of communication through the tendering process, questions or points of clarification required by either party can be lodged and quickly responded to via iPRO LIVE.
Tender Evaluation AssistanceWhen the sealed-bid submissions are sent to the client via the system, Ipro ezTenders stores them all in one location to ensure they can be easily found and processed. It can then assist the client to aggregate all of the tenders submitted for a single contract, generate tender short-lists by eliminating those tenders which fail to meet the prequalification requirements, and set up evaluation matrices to facilitate the process of comparing tender content.
Benefits at a glance• Assistance for tender specification preparation,
creation & aggregation• Short-list identification and prequalification
processes• Administration of the return/opening of sealed-
bid submissions• Evaluation matrices for ease of tender
submission comparison• Automated notification of newly raised tenders• Single data entry point (iPRO LIVE) and
centralised storage of all tenders for ease-of-management
• Single communication channel for the tender period enables a faster response to questions and points of clarification
• Audit trail for increasing integrity and transparency of the tendering process
Wanting to make tender processes faster and easier?
Ipro ezTenders is a market-leading e-tendering facility that automates almost the entire tendering process; from tender specification preparation and tender publication to the receipt and management of submissions, the prequalification process and tender response evaluations. It also incorporates the powerful iPRO LIVE compliance verification system for notifying contractors and suppliers of newly raised tenders or quote requests, minimising the amount of tender response paperwork required and ensuring all contractors/suppliers submitting tender responses are compliant with the clients’ requirements.
- Compliance Your Way -
Timely Notification of Newly Raised TendersOnce the tender has been prepared and published within the iPRO LIVE compliance and verification system, all relevant contractors and suppliers holding an account with iPRO LIVE are automatically notified of the newly raised tender.
Need more information?
Can you afford to be without iPRO LIVE?
- Compliance Your Way -
iPRO Solutions Pty Ltd PO Box 1501 Kenmore QLD 4069 Australia
Tel: +61 7 3107 7436 Fax: +61 7 3371 3866
Email: [email protected]: www.iprolive.com
iPRO LIVE is fast becoming the ‘must-have’ service for clients, contractors and suppliers. Not only does it monitor compliance and verify documentation, iPRO LIVE also makes managing the compliance process easy. It’s the proof clients need to make confident choices and for contractors, it’s the quick, easy way of providing the same compliance information to multiple clients. iPRO LIVE reduces the paperwork and time required to manually verify information and perform on-going monitoring checks and audits. Can you afford to be without iPRO LIVE?
Signing on with iPRO LIVE not only brings exceptional benefits, it also ensures that clients have the freedom of choice when it comes to soliciting and hiring contractors and suppliers. iPRO LIVE does not prevent clients from using the services of non Ipro-compliant contractors or suppliers. They are free to select the best candidate from those available. However, iPRO LIVE is confident that both its clients and registered contractors/suppliers will quickly recognise the advantages and cost-savings that iPRO LIVE offers them.
10
iPRO Solutions Pty LtdPO Box 1501 Kenmore QLD 4069 Australia
Tel: +61 7 3107 7436 | Fax: +61 7 3371 3866Email: [email protected]
www.iprolive.com
