Environmental, Safety, and Occupational Health … Safety, and Occupational Health (ESOH) Management System Implementation, Challenges and Benefits at the Defense Threat Reduction
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Environmental, Safety, and Occupational Health (ESOH) Management SystemImplementation, Challenges and Benefits at the Defense Threat Reduction Agency
Richard Hartman, PhD, CIH, CSPAndrew Einhorn, MSRyung Suh MD MPP MBA MPH
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Agenda
• DTRA• DTRA ESOH Challenges & Opportunities• DTRA ESOH Management Tools• Brief Overview of ESOH Management
Systems (ESOHMS)• ESOHMS Software Features• Implementation Barriers• Lessons Learned• Benefits
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Nonproliferation Counterproliferation ConsequenceManagement
Security Cooperatio
n & Partner
Activities
Threat Reduction
Cooperation EliminationActive
DefensePassiveDefense
ConsequenceManagementRestorationOperationsInterdiction
Offensive Operations
Wide Range of Agency Activities
Adversary WMD Means of Delivery
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• Lack of data-driven ESOH planning and management• ESOH mitigation efforts often driven by anecdotal evidence or whim
• Significant health-related cost burdens on organization and DoD• Medical costs difficult to determine (military, civilians, contractors)• Absence-related and productivity losses not adequately monitored
• Lack of coordination among relevant stakeholders• Enterprises (Divisions) still act as independent agencies
• Insufficient resources for health and safety interventions• Mission staff scattered around globe, often in small groups
DTRA Challenges and Opportunities
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• Protect the environment and provide a safe and healthy workplaceto support business objectives
• Improve business operations by maintaining the medical well-being of the workforce
• Enhance business performance by integrating systematic ESOH considerations into daily decision-making and long-term planning across all program activities
• Provide appropriate oversight and Prevent ESOH concerns from adversely affecting business outcomes: timeliness, cost, or performance.
• Proactively comply with appropriate ESOH laws and regulations • Educate and train our workforce in the use of ESOH-conscious
practices
• While increasing performance, reducing costs and not being a burdensome.
Ideally Environment, Safety, and Occupational Health (ESOH) can
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Managing Activities, Hazards, and Risk Assessments with Technology
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DTRA ESOH Management Tools
• Integrated Health & Human Capital Database• Integrates health data with HR data such as worker’s comp,
days lost, illness & injury burdens• Tracks dollars by burden of disease, illness, or injury
• ESOH Handheld Inspection Device• Used by Collateral Duty ESOH Officers
Mission Staff with basic ESOH training• Conduct Audits & Inspections
• Point-of-impact data capture
• ESOH Management System• Intelex ESOHMS Software
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Plan
Do
Check
Act
ESOHMS Continual Improvement Process
PlanningImplementation
& Operation
Checking &Corrective
Action
ManagementReview
ESOH Policy
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customization
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Risk Assessment Calculation
Significance Score = Frequency X (Severity+ Mission Impact + Cost + Legal Risk)
• Can use any formula you want.• Used this as min. value = 1, max value = 106
(close to 100).
• If score is above an assigned value (65 at DTRA), the hazard is deemed significant and addressed before insignificant hazards.
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Risk Assessments - Frequency
Frequency: probability orlikelihood that a safety oroccupational health hazardswill place an individual at
risk
Evaluation Considerations:• Illness & Injury rates• Violations • Employee comments• Proximity of the hazard to
people• Internal Audits (handheld
inspection devices)
Continuously – occurs weekly (once or more every week) or daily
6 =
Very Frequently -– occurs 3-4 times per month over a 6 month period
5 =
Frequently – occurs 1-2 times per month over a 6 month period
4 =
Infrequently – occurs 2-5 times over a 6 month period
3 =
Occurs annually or biannually (once every 2 years)
2 =
Never occurs or occurring less than once every 3 years
1 =
Table 1: Frequency Scores
Frequency X (Severity+ Mission Impact + Cost + Legal Risk)
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Risk Assessments - Severity
Severity: refers to thedegree to which thehazard places individualsat risk.
Evaluation Considerations:• Worst-case scenario• Number of people affected• Quality of life post-accident • Toxicity of the hazard• Duration of exposure • Previous treatments for
incidents (provider input)
Severe – immediate, serious, widespread threat to human health that cannot be completely prevented (automatic significance)
5 =
Serious – serious potential risk to individuals but still preventable
4 =
Moderate – somewhat harmful but still preventable
3 =
Mild – small potential for harm but easily prevented
2 =
Insignificant – no risk or trivial consequences
1 =
Table 2: Severity Scoring
Frequency X (Severity + Legal Risk + Cost + Mission Impact)
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Risk Assessments – Legal Risk
Legal Risk: refers to thedegree to which ESOHhazards are and have beenin compliance with stateand federal regulations
Evaluation Considerations:• Internal Audits (handhelds)• Fines, NOV’s• Number & complexity of
applicable laws • Planning process• Employee input
Notified formally (e.g. fined, NOV) of non-compliance; well documented history of non-compliance (automatic hazard significance)
5 =
Out of compliance with history of occasional non-compliance(automatic hazard significance)
4 =
Out of compliance with no history of non-compliance
3 =
In compliance with no history of non-compliance
2 =
No relevant ESOH laws; unregulated hazard
1 =
Table 3: Legal Risk Scoring
Frequency X (Severity + Legal Risk + Cost + Mission Impact)
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Risk Assessments – Cost
Cost: refers to the amountof money that has or will bespent to prevent, mitigate, orcompensate individuals forproblems associated with theESOH hazard
Evaluation Considerations:• Worker’s Comp $• Short/Long Term Disability $• Absences• Unpaid leave• Productivity loss
(presenteism)• PPE costs
Frequency X (Severity + Legal Risk + Cost + Mission Impact)
$250,000 +4 =
$100,000 to $250,0003 =
$50,000 to $100,0002 =
Zero to $50,0001 =
Table 4: Cost Scoring
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Risk Assessments – Mission Impact
Mission Impact: refers tothe degree to which theESOH hazards interferewith the mission objective
Evaluation Considerations:• Activity restrictions• Duration restrictions • Diversion of personnel to
mitigate ESOH problems • Diversion of mission dollars
to mitigate ESOH problems
Frequency X (Severity + Legal Risk + Cost + Mission Impact)
Serious mission restrictions/loss of ability to accomplish mission (automatic significance)
4 =
Moderate mission restrictions 3 =
Minor mission restrictions2 =
No mission restriction1 =
Table 5: Mission Impact Scoring
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customization
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Insert Reports here
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The Groupings in this report are dynamic and can be collapsed orexpanded. It shows a total count of records per Location
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Avg. Risk Assessment Score by Location
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ESOHMS Implementation Barriers
• People naturally resistant to change, esp. when it requires additional duties and learning new skills e.g. software programs.
• Importance of ESOH issues undervalued. Need to provide a business case for changing operational practices.• If available, piggy-back on existing business
improvement programs by demonstrating relationship
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Change Management – Lessons Learned
• Senior Leadership support is critical – Senior Leadership oversight is a guarantee for success
• Put the paperwork in place before commencing via policies and instructions
• Grant people chance to voice their concerns – even if seemingly insignificant (e.g. Lt. Col and proper boots)
increases likelihood you’ll get the support you need
• Market program initiatives and successes. Exposure increases likelihood of maintaining & increasing program support.
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Change Management – Lessons Learned
• Set the pace of implementation carefully –watch for signs of resistance.
1 complaint is an outlier, 2 is an indication.
• Provide a roadmap for implementation to team so everyone knows what the end result is & where the milestones are.
Greater success of support for plan if implementing group feels involved in the planning process
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Software – Benefits
• Software grants ability to store, manage, and query loads of data on DTRA’s activities & risk assessments
• Risk Assessment process would be a nightmare without automation as every hazard associated with an activity must be individually rated. --Often multiple hazards per activity
• Risk Assessments aid in prioritizing resource allocation so the most pressing issues are dealt with first
• Assessments provide a critical avenue for obtaining feedback from mid-level managers supervising work and planning
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ESOHMS Benefits (Internal)
• Fosters better communication between the ESOH staff and the operational staff creating the environmental impact.
• Increases awareness of all staff regarding ESOH issues and promotes consideration of negative impacts earlier in the process.
• Allows issues to be addressed in a more effective and efficient manner than if they are addressed after process/ facility implementation is complete.
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ESOHMS Benefits (External)
• Improved communications across Agency lines
• Enhanced managerial oversight of projects
• Increased awareness and prioritization of ESOH issues
• Provided ESOH Office a means of systematically tackling Agency-wide problems
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