Preparing for Your Onsite VPP Audit

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• HOW TO PREPARE FOR
• and
• WHAT TO EXPECT
• During An OSHA Onsite Evaluation

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Preparing for Your OnsiteVPP Audit

• Michael Evans Johns Manville, Plant Manager
• Mickey Latham Johns Manville, Safety
  Coordinator
• Dan DeHart Region IV VPP Officer
• Bill Harrington Region IV VPP Officer
• Melanie Meagher SGE, Atlantic Southeast
  Airlines.

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How to Prepare

• Employee Engagement
• Training
• Audit (Self/External)
• Mentoring
• (prior to Application)

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Steps to Success

• Management Involvement
• Employee Involvement
• Contractor Involvement
• Pre Audit Using Internal/External/SGEs to
  Identify Gaps
• summarize results
• develop action plan
• correct discrepancies

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Application Information

• www.OSHA.gov
• VPP
• TED 8.4
• 1. Requirements
• 2. Evaluation Worksheet
• 3. VPPPA
• Miscellaneous
• 1. Parking
• 2. Security Issues
• 3. Escorts
• 4. Safety Equipment
• 5. Guest to site
• (refreshments, luncheons, catering plan
  ahead)

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Site Facilities Required

• Location for Documentation Set-Up
• and Review Team Workspace
• Location for Formal Interviews
• Location for Daily Closing

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Colleague Involvement

• Employee Awareness
• VPP Shooting for the Star Banner (100 Signed)
• VPP Element Review
• Employee Rights
• Hats Shooting for the Star
• Sample of Interview Questions
• Toolbox meetings

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ManagementInvolvement Site EHS

• Site Presentations Overviews Safety committee
  present practice
• Plan responsibilities who, where, what, when,
  why
• VPP application team
• Internal audits
• Hazard Identification Teams
• 1. Digital cameras
• 2. Repairing findings
• 3. Documentation items

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Audit Week-What Can You Expect?

• Day One - Opening Conference
• Cursory Tour of Facility
• Day Two - Documentation Review
• Day Three -Employee Interviews
• Conducted by VPP Team Leader
• Facility Walkthrough Evaluation
• Conducted by VPP Team Members
• Day Four Tie Up Loose Ends/ Compile Report
  (Tentative Closing)
• Day Five - Closing (If Necessary)
  Alternate

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Day OneOpening Conference

• Introductions
• Safety orientation for VPP OSHA team PPE,
  evacuation, etc.
• Opening Presentation Plant Manager and Safety
  Committee
• Review Highlights of Safety Program
• Plant Orientation Tour
• Attendance
• OSHA VPP Team
• Plant VPP Team
• Management
• Safety Committee Members

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Day TwoDocumentation Review

• Documentation Review
• Notebooks showing documented proof of your safety
  program
• Sample Materials i.e. Facility tours, emergency
  drills, training etc
• OSHA Logs (3 years) and YTD
• Injury Summary
• Accidents/Near Miss Investigations
• Employee luncheon
• Daily closing briefing

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Day Three Facility Walkthrough Evaluation

• One to two team members assigned to OSHA team to
  assist in plant walkthrough.
• Knowledgeable
• Facility escorts step aside during interviews
• Maintain list of daily findings and items that
  are resolved
• One employee with camera, one documented issues
• Maintenance employees, 2 per team to take care of
  issues immediately
• Working Luncheon
• Daily closing briefing

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Informal Employee Interviews(Conducted during
Facility Walkthrough)

• What is your job?
• Is there a safety and health committee?
• Is there an employee suggestion/complaint system?
• Have you ever used it and what were the results?
• Do you receive safety and health training?
• Does your company have emergency response drills?
  If so, how often?
• Does management take care of safety issues?

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Formal Interviews

• Conducted by OSHA Team Leader
• Plant roster must be provided to team leader on
  day one to select colleagues, contractors, and
  temporary employees to be interviewed.
• Purpose Validate employee awareness of and
  participation in Safety and Health Program.
• Last about 15-30 minutes
• 10 of plant covered between formal and informal
  interviews.

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Formal Interviews - contSample Questions

• What is your job here?
• How soon after you began did you receive
  training?
• Have you ever come into contact with a safety
  hazard?
• What is the process for reporting hazard?
• Was the response satisfactory?
• Does management provide adequate protection
  against hazards?
• Is PPE readily available when needed?

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Formal Interviews - contSample Questions

• Are you aware of the sites safety and health
  committees?
• Keys to a good interview
• Coordination / being on time
• Be Confident
• Be open and honest
• Have a process monitor to keep it moving to a
  schedule

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Day 4 or Day 5Closing Conference

• Preparing draft report
• Site Attendance
• Draft presentation
• Report approval process
• Celebration (Flag Presentation to come at a later
  date)

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ONE TEAM, ONE PURPOSE