LOSS PREVENTION PROGRAM Presented by FARA Risk Control Services on behalf of ORM

1. LOSS PREVENTION PROGRAM Presented by FARA Risk Control Services on behalf of ORM 07.01.2011

2. LOSS PREVENTION FARA, who we are? How to contact us? www.laorm.com To Request Help from Loss Prevention Experts, call (800) 215-3272 ext. 232or email us: laorm.lp@fara.com

3. LOSS PREVENTION continued. . . What we do: Conduct Audits & Compliance Reviews Facility Walkthroughs Accident/Incident Investigations Building Appraisals Assist in Inspections Ongoing Consultations Offer LP Coordinator Training

4. REQUIREMENTS Louisiana Revised Statute (LRS) Title 39, Sections 1543-1544 These legal mandates require your agency to develop and implement its own Loss Prevention Plan in conformity with the ORM’s general safety plan

5. LOSS PREVENTION PROGRAM • General Safety Program • Driver Safety Program • Bonds, Crime, and Property • Equipment Management Program • Water Vessel Program • Flight Operations Program

6. GENERAL SAFETY PROGRAM

7. COMPONENTS 1.Management Policy Statement 2. Assignment of Responsibilities 3. Safety Rules 4. Safety Meetings 5. Training 6. Safety Committees 7. Procedures for Inspection

8. 8.Procedures for Incident/Accident Investigation 9. Job Safety Analysis (JSA) 10. Record Keeping 11. Blood Borne Pathogens 12. First Aid 13. Emergency Preparedness Program 14. Hazardous Materials COMPONENTScontinued . . .

9. CLASS “A” AGENCY Class A agencies shall conduct and document safety meetings, safety committee meetings (if applicable), and inspections on a monthly basis

10. CLASS “B” AGENCY Class B agencies shall conduct and document safety meetings, safety committee meetings (if applicable), and inspections on a quarterly basis

11. MANAGEMENT POLICY STATEMENT What constitutes a statement? Who initiates a statement and what are its expectations? Responsibilities?

12. ASSIGNMENT OF RESPONSIBILITIES Delineation of duties Accountability Provided to employees Written

13. DEPARTMENT/ AGENCY HEAD • FULL responsibility for, and implementation of, Safety Program • Authorizes necessary expenditures • Approves safety policies • Participates in the safety program

14. 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

15. FIELD/AGENCYLOSS PREVENTION REP. • Responsible for the implementation of the departmental/agency loss prevention program • Should have direct access to the Departmental Loss Prevention Coordinator and Agency Head

16. 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

17. 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

18. 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

19. 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

20. SAFETY MEETINGS Frequency Meeting vs. Training Effectiveness Attendance Available for audits

21. SAFETY TRAINING Mandatory topics: • Sexual Harassment • Drug-Free Workplace Other necessary training

22. PROCEDURES FOR INSPECTION Purpose Frequency Class A/Class B

23. WRITTEN INSPECTION PLAN Housekeeping safety rules Inspection procedures for facility/location Written inspection report/checklist: Building safety Electrical safety Emergency equipment Fire safety Office safety Storage methods

24. SAMPLE CHECKLIST...

26. HAZARD REPORTING Must include: Hazard Control Log or other acceptable means Method for employees to notify management Method for repairs or corrective actions

27. PROCEDURES FOR ACCIDENT / INCIDENT INVESTIGATION Prevent recurrence of accidents/incidents 100% completion of all applicable forms

28. ACCIDENT / INCIDENT FORMS DA2000 (for employees) Do NOT use the DA2000 for vehicular accidents DA3000 (for visitors/clients) Property concerns

29. COMPLIANCE Written accident/incident investigation procedures Responsibilities Documentation

30. GUIDELINES Conduct an investigation For all reported accidents & incidents When an accident/incident occurs: Thoroughly investigate Determine cause Determine contributing factors Compile information Prepare the report

31. JSAs shall be developed for accident/incident trends, death, or a change in a job procedure or equipment JOB SAFETY ANALYSIS (JSA)

32. 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

33. 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

34. BLOOD BORNE PATHOGENS 5COMPONENTS OF A BBP PROGRAM: Exposure Determination Methods of Compliance Work Practice Controls Training Medical Evaluation for Affected Employees

35. BLOOD BORNE PATHOGENScontinued . . . Training High risk – within 90 days of hire and annually thereafter Low risk – within 90 days of hire and every 5 years thereafter retraining is required for all low risk employees involved in a BBP EXPOSURE EVENT. Procedures for spills and spill kits must be available, maintained, and stocked

36. FIRST AID Written program that addresses the needs of employees and visitors All agencies shall have a first aid kit First aid attendant recommended when: Night shifts or minimal/partial crews When surrounding medical facilities are closed When field/remote crews are not in close proximity of medical facilities

37. EMERGENCY PREPAREDNESS PROGRAM Written plan should address: • Fire (documented annual drills) • Natural Disasters • Proximity Threats • Terrorism • Violence in the Workplace

38. HAZARDOUS MATERIALS Must conduct a documented “site assessment” If HM are present, must have a written site specific HM program

39. HAZARDOUS MATERIALScontinued . . . Must be handled, stored, and disposed of properly MSDS must be available Proper PPE must be available Lab Hoods must be available where appropriate

40. TRAINING HAZCOM Material Safety Data Sheet (MSDS) Personal Protective Equipment (PPE) Lab Safety Lab Hoods

41. DRIVER SAFETY PROGRAM

42. DRIVER SAFETY A written program is required and shall cover: Procedures for enrolling and identifying employees permitted to drive on state business Procedures/definition for identifying high risk drivers Driver training Disciplinary action for high risk drivers Claims reporting Accident investigation Definition of a state vehicle Roles and responsibilities of managers, supervisors, and employees

43. DEFINITIONS Vehicular Accident Authorized driver High Risk Driver State Vehicle

44. AUTHORIZING DRIVERS Enroll employee in training within 90 days Complete DA2054 Annually run, review, and attach ODR to DA 2054 Agency head or designee signs/dates DA 2054 to authorize employee Employee trained every 3 years thereafter Signed/dated “authorized (or unauthorized) drivers list”

45. REPORTING REQUIREMENTS Accidents reported same day DA 2041 completed and submitted to ORM Transportation Claims within 48 hours—Do not complete DA 2000 Employees must self-report all moving violations no later than the next scheduled work day

46. INSPECTION/REPAIRS OF STATE OWNED VEHICLES Must complete monthly inspection checklist for each vehicle Document corrective action Preventive maintenance must be performed and documented

47. BONDS, CRIME AND PROPERTYPROGRAM

48. BONDS, CRIME, & PROPERTY Program covers two key areas Which agencies must participate?

49. 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

50. SECURITY Written policy shall address: Limited, controlled access for authorized individuals to buildings 24 hours a day, seven days a week Monitoring/controlling visitor access Securing all entrances & exits, both day & night Limiting access to data on personal computers