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