European Social Dialogue Agreement on Silica

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European Social Dialogue Agreement on Silica -
Reporting -
This initiative benefits from a grant of the EC
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1. What does the Agreement require?
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Articles 6 and 7 of the Agreement
Who reports?

• Reporting will be carried out on all sites where
  the Agreement is applicable
• An Employee FOR each site monitors the
  application of the Agreement on site,
• He reports to an individual at company level
  according to a schedule set up after consultation
  with the Workers representatives,
• Company reports are collected by the signatory
  Parties (EU sectors)
• Who report to the NEPSI Council on the
  application of the Agreement within their sector
  every second year, for the first time in 2008

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Articles 6 and 7 of the Agreement
How?

• Reporting to the NEPSI Council is done in a
  consolidated way from site to EU sector level
• Objective the number of Non-applications shall
  progressively decrease unless further improvement
  can not be achieved (retain status quo)
• Non-application the non observance of the
  Agreement and Good Practices results in increased
  exposure in turn resulting in increased risk
• A list of sites in repeated situations of
  Non-application will be annexed to the
  consolidated report.
• A reporting format was developed in Annex 3 of
  the Agreement

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Data to be reported

• Section 1 Site information
• Number of Employees on site
• Section 2 Exposure Risk
• Number of exposed to Respirable Crystalline
  Silica (RCS)
• Section 3 Risk Assessment and Dust Monitoring
• Number of Employees potentially exposed to RCS
  covered by Risk Assessment and Dust
  Monitoring
• Section 4 Health Surveillance
• Number of Employees potentially exposed to RCS
  covered by a generic health Surveillance
  Protocol and by the Health Surveillance Protocol
  for Silicosis
• Section 5 Training
• Number of Employees potentially exposed to RCS
  trained on the General Principles of
  prevention and on the Good Practice Guide Task
  Sheets
• Section 6 Good Practices
• Application of technical and organizational to
  reduce generation / dispersion of RCS,
  distribution of Personal Protective Equipment
  (PPE)
• Section 7 Key Notes
• Free text

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Calculation of Key Performance Indicators
Among the number of Employees potentially exposed
to Respirable Crystalline Silica on the site,
of Employees covered by
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Consolidation
Consolidation of the site reports into EU Sector
reports to be presented to the NEPSI
Council. Originally, site reporting and
consolidation of site reports at company,
national and EU levels successively should have
been made through Excel sheets (See Annex 3 of
the Agreement)
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2. A reporting system why?
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Benefits

• 15 signatory associations, 14 sectors
• Ensure a harmonised reporting procedure,
  data collection and consolidation within
  the 15 signatory associations, and therefore
  coherent results
• Provide the same instructions and guidance
  on reporting
• Approx. 50 000 sites concerned
• Minimise the consolidation workload
• Direct or indirect cross membership between
  signatory associations
• Avoid double reporting
• Multi-sector sites and workers
• Provide guidance on how to deal with
  borderline / ambiguous situations
• Different company, national associations, EU
  associations structures
• Allow for reporting to be organised in
  different ways (e.g. national associations
  dont always exist)

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The reporting system

• Set up an online reporting system in 22 EU
  languages to serve the following purposes
• Allow sites to fill in reporting data on line,
  in a user-friendly format including guidance
• Automatically consolidate site reports into
  consolidated reports for each of the entities
  (associations / companies) which may need to be
  involved.
• Facilitate the identification and contact of all
  the sites which are submitted to reporting
  under the Agreement, and all the entities which
  will be involved.

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3. The NEPSI online reporting system
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Users
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Definition
As the highest level Member in the reporting
process, NEPSI will use the system to launch a
top-down Member enrolment process within each of
its sectors i.e. Enrolment by NEPSI of each EU
Sector Association as a member in the reporting
process, enrolment by each EU Sector Association
of its Members involved in the reporting process,
etc until a company enrols its sites.
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Principles

• Members from the EU Association, Company and Site
  levels must ALWAYS be involved.
• Members from other levels do not have to be
  involved.
• Group Company / National Association Members can
  not coexist in the reporting process between EU
  Association and Controlling Company / Company
  levels.
• For each Member enrolled, the system will produce
  a consolidated report of the quantitative data
  provided by the sites it is linked to. Each
  Member will have access to its own consolidated
  report, and to the consolidated reports of the
  Members it has enrolled. Therefore, only
  Companies will have access to raw site data.

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Enrolment (down the chain)
Site
NEPSI
Automatic consolidation (up the chain)
Filling in
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Optional
Group Company
OR
NEPSI
Site
Company (national legal entity)
European Sector Level (Signatory)
National sector level
Controlling Company
Filling in May be delegated to higher levels
Automatic consolidation process At each level,
access to consolidated report and individual
reports from members / sites (1 level below)
01/04/08 Deadline
17-18/06/08 NEPSI Council meeting
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1 Enrolment
1 Reception of an invitation to enrol (i.e. a
unique hyperlink and PIN code)
2 Access to the system through the hyperlink and
PIN code, agreement to enrol
3 Creation of further links down the chain
Enter name of the link, e-mail of the contact
person, country, sector,
This process is repeated by each link created in
the chain, until a site receives an invitation
from its company.
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2 Data entering and consolidation
1 At site level, the recipient of the invitation
to enrol is offered the possibility to fill in
the reporting questionnaire.
3 Consolidation of data provided by the sites
2 Key Performance Indicators calculated on the
basis of the data provided by the site. Include
remarks in a key notes text box
Sites data are consolidated up the reporting
chains built at enrolment stage
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Possible reporting chains

• There are six possible types of reporting chains
  (filled cells)

• Major software rule one Member can have several
  child Members, but only one parent Member

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Split Members in the reporting chain(at
enrolment stage)

• Company B should have two parents as it is a
  member of 2 sector associations
• Company B may be split into two companies,
  one for each sector it belongs to and receive two
  invitations
• A Site can not be split
• When a multiple sector activity occurs on a
  specific site, please report only on core
  activity for that site.

NEPSI
Sector 1
Sector 2
Company A
Company B
Site a
Site b
Site c
Site d
Site e
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Option 2 Read-Only Guests in the reporting chain

• A Read-only guest can be any entity which is not
  included in the reporting process but needs to
  have access to a Company or Controlling Companys
  reporting data.
• When registered as such by a Controlling Company,
  a Read-only guest will have access to the
  Controlling Companys consolidated report and to
  the reports of the Controlling Companys Members,
  i.e. Companies.
• When registered as such by a Company, a Read-only
  guest will have access to the Companys
  consolidated report and to the reports of the
  Companys Members, i.e. Sites.
• Please keep the number of Read-Only Guests to a
  minimum. In order not to overload the system a
  maximum of two Read-only Guests has been set per
  entity.
• A facility for consolidating all the reports
  of the entities that have enrolled you as a guest
  will be available as of April

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Read-Only Guests

• When could the Read-Only Guest option be needed?

• Company B is a direct member of EU Sector 1, but
  is a member of EU Sector 2 through a national
  sector association.
• Company B belongs to a Group Company. Group
  Company and National sector association can not
  co-exist in the same chain
• But the Group Company can be inserted as a Friend
  at consolidation stage.

NEPSI
Sector 1
Sector 2
National Sector
Company A
Company B
Guest
Site a
Site b
Site c
Site d
Site e
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4. Before using the system, make sure that
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Start now !!!

• Make sure that
• You know which Member level you belong to (Member
  Type)
• You know who you will receive an invitation to
  report from
• You will send an invitation to report to each of
  your Members / affiliates or subsidiaries / sites
  concerned and you know which Member level they
  belong to
• Compile a list of contacts

• Determine who is the responsible person for
  reporting within your company / association,
• Identify the person responsible for reporting in
  the associations of which you are a Member /
  Company you are part of
• Identify the person responsible for reporting for
  each of your Members / subsidiaries or affiliates
  / sites.
• For complex cases, liaise with the persons
  identified to organise reporting.

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5. Timetable
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Deadlines applying to system reports
! No automatic consolidation of the Key notes
section of individual and consolidated reports!