Managing Contractor Safety Operator Forum
Dec 18, 2015
Roundtable Goals• PICS
– The Nature of the Consortium– An Operator’s Perspective (Tommy
Braaten)
• Services– Current Services Lingo– Customizable Options
Roundtable Goals• Process Lessons Learned
– Risk Rankings and Flag Colors– Managing Risk and Forced Flags– The Site PICS Team– PICS ‘Reach-back Support’ – AM’s and
Auditing• Site Features and Tools
– InsureGUARD– Underutilized Features– PICS System Enhancement
Recommendations
The Nature of PICSSafety Compliance Company used as a
tool during the Qualification
Process
Repository
Verification and
Auditing Team
Secure Website
Database
Consortium
Contractor registers providing trades
performed, evaluation questions and self risk
ranking.
Initial Ranking is determined based
on answers provided
Audit Team Reviews Discrepancies
Contractor Risk Ranking
Operator Lessons Learned
• Triple Check Process• Managing PICS vs. Operating PICS• Granting Security Access• Forming the Site PICS Team
Current Service Terminology
PICS Organizer Web-based tool used to organize and report contractor data.
Prequalification Form (PQF), and Annual Updates. Citation search. Verified annually.
Detailed review of the entire safety manual and regulatory requirements. Every 3 years.
An audit of the implementation of the safety program. Performed every 3 years.
DocuGUARD
Manual Audit
Implementation Audit
Other Services AvailableInterface to manage contractor insurance certificates, including coverage type, limits, expiration and AM Best Rating. Verified annually.
Custom audits/evaluations housed in PICS database conducted by employees or PICS.
Performed on request, PICS field evaluations on a given site or for a given contractor.
Orientation Videos, HSE Competencies, Craft Skills Assessments, Operator Qualification.
InsureGUARD
GUARDBuilder
EmployeeGUARD
Field Audit
Customizable Options
• Watch list• Tags• Site Specific PQF• Washington State Audit• Employee Level Audits (EmployeeGUARD)
Leading vs. Lagging Indicators
• Lagging indicators are a collection of data for events that have already occurred – (e.g. incident rates)
• Leading indicators should be our trend in qualifying contractors. Provide predictive data!
• Types of leading indicators for which we look- “verification of implementation” data
Evaluating Under-Performing Contractors
• Ad-Hoc Real-Time Data Reporting– Flag Color/Criteria– Pending PQF and Annual Updates– Fatalities– EMR/Incident Rate
• “Pushed” Reports– Established in Email Subscriptions on
Home Page
Key Features and Tools
• Home Page• Details to the Flag and Stats Chart• Tags• Email Wizard• Search by Question• Sourcing• Registration Requests
The Impact to the Qualification Process
Sourcing Contractors in PICS
Recognize Need/Host Bid
Notify Contractor of PICS Requirement
Contractor Loads Data
Make Preliminary Decisions
Execute Contract/Award Bid
Ad-Hoc Reports
Begin Work
Search PICS for Contractor
Audits
2 days – 3 weeks
What You Can Do to Help PICS and Your Contractors
• Paperwork – Contractor Open tasks– Communication
• Email Wizard• Enforcement
– No site access without Documentation• Competition
– Consider choosing a replacement for the existing Contractor
– Search for New Contractor– Registration Request
What You Can Do to Help PICS and Your Contractor
• PICS Site Team (primary contact and power users)– Review
• Current documentation• Force flag requests
– Request• Additional documentation, through Account
Manager– Decide
• Put contractor through a wavier process, attaching documentation and forcing the current flag
• Utilize and take advantage of all Reporting features in PICS
Primary User Responsibilities• Maintain PICS navigation skills and
knowledge
• Obtain the latest updates prior to full roll-out
• Provide on-going education for site users
• Assist in Pilots for Operator Developments
• Approve new site users
• Train new processes, system functionality and new team members