Safety & Health Management System Training

Safety & Health Management System Training Lesson 5 – Safety & Health Training

Safety Health Management System (SHMS) Webinar Series In this series of webinars developed under the Susan Harwood Grant, you will learn: • Lesson 1 - OSHA and the Importance of Having a Safety Health Management System (SHMS) • Lesson 2 – Management Commitment & Leadership • Lesson 3 – Worksite Analysis • Lesson 4 – Hazard Prevention & Control • Lesson 5 – Safety & Health Training

Lesson 5 Contents • Objectives • Identifying Training Requirements • Is Training the Solution? • Identifying Training needs • Training Matrix • Records and Documentation • Employee Orientation • On-the-Job Training • Supervisory Training • Refresher Training • Training Transfer • Training Effectiveness • S & H Training Resources

Objectives • Learn how to identify your company's OSHA training requirements and general training needs • Learn how to create and use a training matrix

Objectives • Learn how to promote transfer of training into the workplace • Learn how to recognize the characteristics of effective training, as well as the importance of maintaining training records and documentation.

Identifying Training Requirements • Many OSHA standards have specific training requirements. • Training requirements can vary depending on the nature of the hazards addressed. • For example, a standard may specify the following: • Trainer qualifications, topics to be covered, training methods, frequency of refresher training, or requirements for documentation and recordkeeping.

Identifying Training Requirements • Examples of S & H Standards with Training requirements: • Hazard Communication • Hazardous Chemicals in Laboratories • Noise • Bloodborne Pathogens • PPE • Confined Space • Lockout/Tagout • Powered Industrial Trucks • Fire Safety and EmergencyAction Plan.

Identifying Training Requirements • Some standards might require different levels of training, depending on the worker's level of exposure to the hazard. • Employees who actually perform the work would need extensive training; other employees may just need to know that the hazard exists • Multiple levels of training may be explicitly stated.

Identifying Training Requirements The Lockout/Tagout standard distinguishes between "authorized employee training", "affected employee training" and "all other employee training". • Authorized employee training is for workers who perform maintenance on equipment. • Affected employee training is for workers whose job may require regular use of the equipment but not involve maintenance or repair on it. • All other employee training is for workers whose work operations are or may be in an area where lockout/tagout is utilized

Poll Question #1

Identifying Training Requirements • Also, some OSHA standards are performance-based; while others have specific content requirements. • Training standards that have performance-based criteria define what training must achieve but do not define how it is to be done. • These standards allow more flexibility in the implementation of the criteria than do training standards that specify the actual training content. (See Examples next slides.)

Identifying Training Requirements Performance-Based Training Standard vs. Standard with Content Requirement • Performance-Based Standard. • The Occupational Exposure to Hazardous Chemicals in the Laboratory (OSHA Standard 1919.1450) states "The employer shall provide employees with information and training to ensure that they are apprised of the hazards of chemicals present in their work area….." While there are a few other items in the standard related to training, it is clear that the approach is different than the one below.

Identifying Training Requirements • Standard with Content Requirements. • The Servicing of Multi-Piece Rim Wheels (OSHA Standard 1910.177) states specifically that "The employer shall assure that each employee demonstrates and maintains the ability to service rim wheels safely, including performance of the following tasks: • Demounting of tires (including deflation); Inspection and identification of the rim wheel components, …" Note the very specific fashion in which content is described.

Identifying Training Requirements • If your state has a State Plan OSHA, there may be specific requirements for those standards that are different than the Federal Requirements. • Since OSHA training requirements vary with different standards, you will need to identify the specifications for the standards with which your company must comply.

Is Training the Solution? • Employees should not perform any job unless they know how to do it properly and safely. • Training, whether it is classroom-based, on-the-job or self-instructional, is often an effective way to make employees aware of job hazards and to teach them proper and safe job performance.

Is Training the Solution? • Training is an appropriate solution to performance problems when there is a deficiency of knowledge or skills. • Suppose your company experiences safety performance problems such as employees working with guards removed from machinery or not wearing the proper personal protective equipment (PPE). • Company pressure to work too quickly or improper sizing of PPE may be the underlying causes of these behaviors, not lack of knowledge.

Is Training the Solution? • Some experts believe that training should only be provided after all other performance issues have been addressed. • As you evaluate the potential hazards during your worksite analysis, try to determine if any other issues could be contributing to the performance problem before choosing training as the solution.

Is Training the Solution? • Choose Training as a Solution to a Problem after: • Identifying the underlying cause of the problem. • Making your best efforts to control and/or eliminate the circumstances and conditions leading to the problem. • Determining that a lack of knowledge and skill is contributing to the problem.

Is Training the Solution? - Exercise • Employees in the receiving department at CHC have complained about David Rebell (Mark's brother) driving his forklift too fast and occasionally bumping into shipments. • The Operations Foreman, Jack McDonald, has had to complete a number of accident reports for damaged goods due to David's behavior. Jack asked Mary White to sign up David for training in forklift operation and safety.

Is Training the Solution? - Exercise • Mary discovered that David has had forklift training twice at CHC and drove a forklift at a previous job. • What might be an underlying cause for David's improper forklift performance? • What is the likelihood that additional training will improve David's performance? • What might be the outcome if Mary decides to send David to more training without exploring the underlying causes of his behavior? • This exercise shows the importance of investigating the underlying causes of poor performance before applying considerable resources to provide training.

Identifying Training Needs • A training need is a gap in a worker's performance that results from lack of knowledge or skill in a particular area. • Training is an instructional experience that helps workers to fill that gap by providing them with knowledge and opportunities to practice new skills.

Identifying Training Needs • Even though there is no OSHA ergonomic standard, ergonomic risk factors are generally recognized as a hazard for musculoskeletal disorders. • Therefore, an employer has a responsibility to provide training in proper lifting for employees who are exposed to this hazard.

Identifying Training Needs Your worksite analysis, may help you discover additional areas where training will be beneficial. • Accident investigation of a hand injury may show that the employee had not been properly trained in lockout / tagout procedures. • Self-inspection may show that employees were working in confined spaces without having received any training in this area. • A JHA may show that employees are improperly lifting boxes because they have not been trained in proper lifting techniques.

Identifying Training Needs • When multiple worksite analysis methods point to the same training need, it is a clear indication that training should be provided. • Also, employees who are assigned responsibilities in the SHMS such as conducting accident investigations, workplace inspections and Job Hazard Analyses may need training before performing these tasks.

Identifying Training Needs • Prioritizing Needs • Employees should be properly trained before performing any tasks that could pose a threat to their safety and health. • Worksite analysis results will help you prioritize the delivery of your training. • You may apply the same criteria to prioritize your safety and health training goals as you did to prioritize your company's hazards in Lesson 2.

Identifying Training Needs • Criteria for Prioritizing Training Needs • The likelihood or potential of the hazard occurring (very likely, unlikely, etc.) • The severity of the hazard (death, serious physical harm, etc.) • The frequency of the hazard (once per day, once per shift, etc.) • The number of employees exposed to the hazard (1, 5, 10, etc.)

Training Matrix • A training matrix is a tool that helps you identify and organize the S & H training requirements and needs for each job at your company. • Although the format for a training matrix varies, generally it is a grid that associates training topics with trainees. • It is important that you select a method that is most useful to your organization.

Training Matrix • Training matrices are useful for: • Distinguishing between training topics that apply to a broad audience vs. those that apply to a narrower audience (a prioritization criterion). • Tracking individual employees' progress toward completing their training requirements. • Identifying the training needs of new company employees and new transfers into a department.

Training Matrix • A training matrix is an evolving document that will change as job positions are added and deleted and as training needs shift. • For this reason, consider developing your matrix in an electronic format that can be easily revised.

Training Matrix - Assignment • Create training Matrix for your organization • Start building a training matrix for your company using the information you gathered from these sources: • Your accident analysis • Self-inspection assignment • Comprehensive Survey • Your JHA OSHA Training Requirements

Records & Documentation • Documentation includes tracking the dates when training events occurred, a content summary or topics outline, the training methods used, and the names and qualifications of trainers. • Training records include attendance records (name, department, topic/course name, date of training and employee signature), copies of performance and written tests, and test scores for all participants.

Records & Documentation • Keeping good documentation and records has many benefits, including enabling you to: • (1) determine when annual or required refresher training is needed, • (2) prove that training has been provided and • (3) determine whether lack of training is the cause of safety performance issues.

Records & Documentation • Many OSHA standards that require safety and health training have specific documentation and recordkeeping requirements. • These requirements may vary with each standard so you will need to consult each standard for details. • At the very least, obtain the participant's name and signature, the training date, the contents or summary of the training session, and the trainer's name and qualifications. • As you learned earlier, some OSHA standards even specify that certain topics be covered. • While the length of time that training records must be kept varies, it is best to keep them for at least three years.

Employee Orientation • Employee orientation is a good way to provide much of the initial safety and health training that may be required, particularly if participation is mandatory for all employees. • If your organization already has an orientation for new employees that covers items such as company benefits and work hours, consider including a safety and health training component. • If your company's training matrix contains safety topics that are required for everyone, then these topics are good candidates for orientation.

Employee Orientation • New Employee Orientation is a good place to discuss your company's S & H Policy, management's commitment to safety and health, and ways in which employees are encouraged to participate in the SHMS. • This is the employee's first opportunity and impression of your organization's safety and health program.

On the Job Training • On-the-job training (OJT), as its name implies, occurs within the context of the work environment. • A supervisor or other qualified personnel delivers it, often providing opportunities for hands-on practice with close supervision. • While the delivery format is generally informal, the content and learning activities should be consistent for all trainees. • Training checklists can help ensure this consistency. Being contextual, OJT provides a high degree of training transfer (discussed later), relevance and applicability.

On the Job Training • On-the-job training can be a good method to deliver content that is specific for a particular department and would not be covered during general employee orientation. For example, supervisors should develop a checklist for OJT topics for their departments, which might include: • Hazards associated with specific chemicals used in the department. • Safe usage, handling and maintenance of tools, supplies and equipment (including PPE). • Proper procedures for safe performance of tasks and jobs and handling emergencies.

On the Job Training • OJT offers opportunities to increase employee participation in the SHMS. • Seasoned employees with expertise in certain areas can help develop the departmental OJT checklist and ones who perform their jobs in an exemplary manner can help train others.

On the Job Training • When is OJT appropriate? • When new employees (or transfers) enter a department where specific knowledge is required to perform jobs safely. • When new work processes and equipment are introduced. • When employees need hands-on practice with supervision in the work environment.

Supervisory Training • Supervisors play a critical role in any safety program through their daily contact with workers. • Top management shows its commitment to the SHMS by training supervisors to understand their responsibilities for ensuring workplace safety.

Supervisory Training • Understand S & H Standards • Supervisors need to understand the safety and health regulations that apply to their workplace. • Consider having your supervisors attend an OSHA 10-hour outreach program that covers many of the more general standards. • These classes are often provided by: (1) your state safety and health consultation services program, (2) local community or technical colleges, (3) your state OSHA (state plan states only) or (4) by contacting U.S. OSHA.

Supervisory Training • Prevent or Control Hazards • Supervisors need training to recognize hazards in their work area. • They should be trained in their role in conducting accident investigations and Job Hazard Analyses as well as identifying hazards during workplace inspections. • Also, supervisors are the first line of communication when employees have a safety issue that needs to be resolved. • With proper training, supervisors can learn suitable methods of hazard prevention and control, enabling them to deal swiftly with hazards as they arise.

Supervisory Training • Provide Adequate Training • Organizations must inform supervisors of their responsibility to provide each employee with proper training in a timely manner. • Supervisors need to know which of the company's safety and health policies apply to their employees. • Most OSHA standards require that employees be trained prior to beginning the work involving the hazard.

Safety & Health Management System Training