LOSS PREVENTION PROGRAM

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

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LOSS PREVENTION

• FARA, who we are?
• How to contact us?
• www.laorm.com
• To Request Help from Loss Prevention Experts,
  call [phone] ext. 232or email us
  laorm.lp_at_fara.com

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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

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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 ORMs general safety
  plan

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LOSS PREVENTION PROGRAM

• General Safety Program
• Driver Safety Program
• Bonds, Crime, and Property
• Equipment Management Program
• Water Vessel Program
• Flight Operations Program

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• GENERAL SAFETY PROGRAM

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COMPONENTS

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

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COMPONENTS continued . . .

• 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

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CLASS A AGENCY

• Class A agencies shall conduct and
  document safety
  meetings, safety committee meetings (if
  applicable), and inspections on a monthly basis

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CLASS B AGENCY

• Class B agencies shall conduct and document
  safety meetings, safety committee meetings (if
  applicable), and inspections on a quarterly basis

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MANAGEMENT POLICY STATEMENT
What constitutes a statement? Who initiates a
statement and what are its expectations? Responsib
ilities?
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ASSIGNMENT OF RESPONSIBILITIES

• Delineation of duties
• Accountability
• Provided to employees
• Written

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DEPARTMENT/ AGENCY HEAD

• FULL responsibility for, and
  
  
  implementation of, Safety Program
  
• Authorizes necessary expenditures
• Approves safety policies
• Participates in the safety program

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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

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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

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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

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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

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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

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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

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SAFETY MEETINGS

• Frequency
• Meeting vs. Training
• Effectiveness
• Attendance
• Available for audits

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SAFETY TRAINING

• Mandatory topics
• Sexual Harassment
• Drug-Free Workplace
• Other necessary training

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SAFETY COMMITTEES

• If your agency has a committee
• Meets according to agency class requirement
• Attendance and subject matter shall be documented

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PROCEDURES FOR INSPECTION

• Purpose
• Frequency
• Class A/Class B

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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

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SAMPLE CHECKLIST...
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(No Transcript)
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HAZARD REPORTING

• Must include
• Hazard Control Log or other acceptable means
• Method for employees to notify management
• Method for repairs or corrective actions

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PROCEDURES FOR ACCIDENT / INCIDENT INVESTIGATION

• Prevent recurrence of accidents/incidents
• 100 completion of all applicable forms

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ACCIDENT / INCIDENT FORMS

• DA2000 (for employees)
• Do NOT use the DA2000 for vehicular accidents
• DA3000 (for visitors/clients)
• Property concerns

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COMPLIANCE

• Written accident/incident
• investigation procedures
• Responsibilities
• Documentation

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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

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JOB SAFETY ANALYSIS (JSA)

• JSAs shall be developed for accident/incident
  trends, death, or a change in a job procedure or
  equipment

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JSAs 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

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• 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

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BLOOD BORNE PATHOGENS

• 5 COMPONENTS OF A BBP PROGRAM
• Exposure Determination
• Methods of Compliance
• Work Practice Controls
• Training
• Medical Evaluation for Affected Employees

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BLOOD BORNE PATHOGENScontinued . . .

• Training
• High risk within 90 days of hire and annually
  thereafter
• Low risk within a year 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

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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

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EMERGENCY PREPAREDNESS PROGRAM

• Written plan should address
• Fire (documented annual drills)
• Natural Disasters
• Proximity Threats
• Terrorism

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HAZARDOUS MATERIALS

• Must conduct a documented
• site assessment
• If HM are present, must
• have a written site specific HM program

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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

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TRAINING

• HAZCOM
• Material Safety Data Sheet (MSDS)
• Personal Protective Equipment (PPE)
• Lab Safety
• Lab Hoods

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DRIVER SAFETY PROGRAM
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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

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DEFINITIONS

• Vehicular Accident
• Authorized driver
• High Risk Driver
• State Vehicle

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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

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REPORTING REQUIREMENTS

• Accidents reported same day
• DA 2041 completed and submitted to ORM
  Transportation Claims within 48 hours
• Employees must self-report all moving violations
  no later than the next scheduled work day

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INSPECTION/REPAIRS OF STATE OWNED VEHICLES

• Must complete monthly inspection checklist for
  each vehicle
• Document corrective action
• Preventive maintenance must be performed and
  documented

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BONDS, CRIME AND PROPERTYPROGRAM
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BONDS, CRIME, PROPERTY

• Program covers three key areas
• Which agencies must participate?

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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

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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
• Security system in place for all entry points
• Securing equipment located within buildings
• Limiting access to data on personal computers

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KEY CONTROL

• Written policy shall include
• Key/card log
• Procedures to change locks/codes
• Employee responsibilities
• Methods for issuing, returning, accounting for
  lost/stolen keys/cards
• Procedures for handling keys/cards

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WRITTEN PROCEDURES

• Written procedures must address the following
• Separation of duties
• Controlling inventories (including disposal)
• Purchasing
• Reporting investigating losses/damages
• Timely reporting to ORM Claims Unit
• Handling of negotiable items
• Securing vaults/safes
• Assigning individual to monitor/update program

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EQUIPMENT MANAGEMENTPROGRAM

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COMPONENTS

• Responsibilities
• Specific Inventory
• Preventive Maintenance Procedures
• Preventive Maintenance Schedule

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COMPONENTS continued . . .

• Testing Procedures
• Documentation
• Training

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RECORDKEEPING

• Records are maintained for life of equipment
• Typewritten or computer-generated

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PERSONAL PROTECTIVE EQUIPMENT (PPE)

• Head
• Face
• Eyes
• Ears
• Torso
• Extremities
• Hands
• Feet
• Respiratory System

• Written procedures
• must address the
• procurement, use,
• maintenance, and
• disposal of PPE for
• the following

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PPE

• Workplace Assessment
• Identify Appropriate PPE
• Training

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WORK ORDER SYSTEM

• Written work order procedures shall cover
• Scheduled PM and/or Repairs
• Reported Problems
• Emergency Problems

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LOCKOUT/TAGOUT (LO/TO)

• Agency Personnel vs. Contractors
• Training of Employees
• Appropriate LO/TO Devices

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BOILERS

• Must be Inspected as per jurisdictional
  requirements
• Current Inspection Certificates Posted At/Near
  Equipment
• Inspection Deficiencies Must be Corrected
  Documented

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ELEVATORS

• Inspected Semi-Annually
• Code Violations Corrected Documented
• Certificates Available
• Fire Service Key

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CONFINED SPACE

• Assessment
• Permit vs. Non-permit spaces
• Contract vs. In-house

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CONFINED SPACE continued . . .

• Goal
• Training
• Equipment
• PPE
• Rescue
• Environmental Testing
• Permits (if applicable)

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STATE PREVENTIVE MAINTENANCE FUNDS

• To be eligible, an agency must have a
• written PM program
• statement from Department/Agency Head or
  financial officer
• copy of bids for repair/replacement
• letter from LPO stating agency passed its
  equipment management audit

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WATER VESSEL PROGRAM

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COMPONENTS OF WRITTEN PROGRAM

• Responsibilities
• Enrolling employees
• Definition of high-risk operators

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COMPONENTS continued . . .

• Operator training
• Disciplinary action
• Claims reporting
• Accident investigation
• Definition of State water vessels

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DEFINITIONS

• High-Risk Operator
• Water Vessel
• State-owned/leased/hired vessel

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INSPECTIONS/REPAIRS

• Written checklist must include
• Fire extinguishers
• Personal flotation devices
• Sound signaling devices
• Flares
• Damage to the vessel
• Communication devices
• Lighting
• Trailers

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ACCIDENT REPORTING

• Form DWF-BIR-005
• Obtain from Dept. of Wildlife Fisheries for all
  non-commercial vessels
• Form CG-2692
• Obtain from Coast Guard for Commercial vessels

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CLAIMS

• Claims reporting
• Jones Act

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FLIGHT OPERATIONS PROGRAM
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COMPONENTS

• Responsibilities
• Training
• Accident analysis
• Definition of an accident
• When to report an accident
• How to report an accident

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FAA

• Pilots flying for the State of Louisiana must
  comply with all procedures established by the
  Federal Aviation Administration (FAA)

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ACCIDENT REPORTING

• In addition to FAA forms, the pilot will complete
  the ORM Aircraft Incident/Accident Report (if
  pilot is unable, then supervisor must complete)
• Must be submitted to the Transportation Unit
  within 48 hours
• If injury or property damage is evident, contact
  Claims ASAP at 225-219-0168

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THE END!