One Unified Reporting

Near Miss ProgramStart Up!

July 2015

OUR Near Miss ProgramAgenda

Acknowledgements

Review the Definitions and why we generate and share Near Miss Reports

Review the rollout plan and the differences from the previous plan

Review the draft Near Miss Report Card/Form

Review the flow for generating and managing Near Miss Reports

Review monthly sharing routine

Review monthly statistic reporting routine

OUR Near Miss ProgramAcknowledgements

John Roberts, TESC

Jamie Morris, E.S. Fox

Mike Quenneville, CCM

Karen Proulx-DiPietro, Domco, Detour Gold

Derek Cashmore, SMS Rents

Mike Fulmer, SMS Rents

Scott Sutton, Sutton Services

Jim Mathieson, Vale

Trueman Hirschfeld, Vale

Chris Lepera, Vale

OUR Near Miss ProgramDefinitions:

Incident– An unplanned event that results in loss or harm to:

Personel (Injury/Illness)

Environment

Asset or equipment

Example: Employee slips on an icy walkway and fractures wrist.

Near Miss – An incident with the potential to cause loss or harm (but no loss or harm occurred, i.e. a close call.

Example: Employee slips on an icy walkway and temporarily loses footing but does not fall. No injury sustained

OUR Near Miss ProgramDefinitions (cont.):

Unsafe Condition– A situation or circumstance that if combined with an unplanned event could result in an incident or near miss (an incident waiting to happen)

Example: Icy walkway. Noticed and managed before an incident or near miss occurs.

Why do we record and share near misses? It is all about Sharing our experiences and our stories both inside the

company and to the larger audience out side the company

We believe that between us all, there is more than enough experience to share that will help get us to zero harm – we just need to create the platforms to increase our hazard library.

Near misses are a good leading indicator for potential Health and Safety Trends. The more of these stories (data points) we have, the better our picture becomes of things to watch out for.

Rollout Process

Review OUR Near Miss Program Rollout Presentation with development Group

Incorporate changes identified at that meeting into Rollout

Print first 1000 OUR Near Miss Cards

Give OUR Near Miss Program Rollout presentation at Contractor HomeSafe Meeting and hand out first set of cards

Include as part of meeting minutes so that individual companies can present to their people.

Present OUR Near Miss Program Rollout at PMO Monthly HomeSafe Meetings

Begin getting near miss reporting statistics for month of August (after PMP)

Review stats and near miss reports at August Contractor HomeSafe Meeting

OUR Near Miss Program Card

OUR Near Miss Program Card

OUR Near Miss Program Email Template

Flow Sheets for Generating and Managing

OUR Near Miss Reports

How do I determine if an unplanned event is a Near Miss?

Something Happens

Was their loss or harm to Personnel, Environment, Assets or

Equipment?Or/

Was their a violation of Rules, Policies, Procedures etc.

Was someone Injured as a

result?

Follow your company’s Injury

reporting and Management

systems

Yes

No

Carry on with work

No

Follow your company’s Incident Reporting System (e.g. for Vale it is

SAP IM)

Yes

NoWas their potential to

cause harm but no harm occurred?

Follow your companies Near Miss Reporting

Procedure

Does your company have a Near Miss

Reporting Procedure?Yes

Yes

Use Joint Near Miss Program Report

Card

No

How to Action and Report a Near Miss

Notify Supervisor

Is immediate action required to make area

Safe to continue working?

Work with Supervisor and

other resources as required to make

area safe

Supervisor reviews work undertaken with Worker who

identified situation to close out and sign off on Near

Miss Report

With the help of Supervisor, Plan and

Execute the work required to address

the near miss

Near Miss form filled in and given

to Supervisor

No

YesCan you undertake

corrective action on your own?

No

Undertake corrective actionYes

Notify Supervisor

Sharing Near Misses

Please Note: Central Sharing Site is not yet available. In the interim, please store electronically scanned near misses in your Company Directory for later loading into Central Sharing Site.

Scan Near Miss and Cover sheet and keep for Share at

Monthly Contractor Safety Meeting

Should the near miss be shared INSIDE or

OUTSIDE the company?

Scan Near Miss and Cover Sheet and Keep in central

Company directory

Update Near Miss Statistics Sheet and

submit to PMO (Johanne Rochon) on a monthly basis

Individual Company Management

Routine for Sharing relevant Near

Misses

Near Miss Statistics will be reviewed monthly at Monthly Contractor HomeSafe Meeting

Inside

Should the near miss be shared? (Is the risk level

High or greater?)

OutsideOne Company each month will be invited to share 1 or 2 especially relevant Near Misses at monthly Contractor Home Safe

Meeting

Yes

No

Supervisor submits form to Vale Supervisor of

Services

Supervisor submits original form to

Vale Supervisor of Services

Supervisor submits form to Vale Supervisor of

Services

Sharing Near Misses in your company (Suggestion)You are free to do this in any manner you choose – below though is one method.

Email Format

Supervisor hands in Near Miss Cards collected that day and hands them in to Safety Department.

Safety Department files collects cards and determines which ones should be shared in company or out of company

Safety Department scans cards the should be shared (in company or out of company).

Safety Department attaches scanned card to the template email, puts a tag line in the Subject box (that helps people at a glance determine if the subject is relevant to them) and fills in other templated information

Safety Dept distributes to other supervisors and company personell as an email.

Safety Dept. submits physical card to Vale representative (for Vale specific Near Missis only)

HIGH POTENTIAL NEAR MISSES that could affect other companies that need to be shared immediately can be sent to Johanne Rochon (Vale) who will mass deliver via email using distribution list pending approval of PMO Manager.

Monthly Sharing and Reporting RoutinesOn a monthly basis

Each company updates the Near Miss Tracking sheet with the following information:

Number of near misses generated

Number of near misses shared externally

Near Miss Tracking sheet will be available as a form on the Extranet site

Please fill in the form monthly for your company and submit to Tasha Pinkerton at Vale. She will update the whole statistic sheet.

Every month, one company will be selected to present one or two Near Misses along with the resultant actions at the Contractor Homesafe Meeting.

Every month, the Near Miss Tracking statistics will be reviewed at the Contractor HomeSafe Meeting

Joint Near Miss Program Near Miss Tracking Form

Month

Company 1 Company 2 Company 3 Company 4 Company 5 Company 6 Company 7 Company 8

Submitted Shared Submitted Shared Submitted Shared Submitted Shared Submitted Shared Submitted Shared Submitted Shared Submitted Shared

January                                

February                                

March                                

April                                

May                                

June                                

July                                

August                                

September                                

October                                

November                                

December                                

                                 

Total 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

  Submitted Shared Submitted Shared Submitted Shared Submitted Shared Submitted Shared Submitted Shared Submitted Shared Submitted Shared

Totals Submitted 0

Totals Shared 0

Sharing Near Misses with other CompaniesPlease NoteAt this time, we have not yet set up a central site to share Near Miss Reports electronicallyWe suggest that scanned near misses and the accompanying email template are stored by the individual company safety group for later posting to central site once it is up and runningIn the meantime, these saved near misses can be made to everyone in the company to use whenever there is opportunity, e.g. morning line ups, safety meetings, tool box talks etc.

Central Extranet Site

Memo FormatSafety Department reviews electronically saved Near Misses and determines if they need sharing.If so, the applicable electronic file is dropped into the central extranet site

Near Miss Program Card info Cards will be available in electronic format and as preprinted cards.

A limited number of preprinted cards are available at the front and come with a HomeSafe Logo

Electronic format for card will be available from Xtranet site with NO logo.

Companies can take this electronic card to get cards printed with the company logo.