FY09 SHERM MetricsBased Performance Summary

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FY09 SHERM Metrics-Based Performance Summary

• Indicators of Performance in the Areas of
• Losses, Compliance, Finances, and Client
  Satisfaction

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Overview

• The objective of this report is to provide a
  metrics-based review of SHERM operations in FY09
  in four key areas
• Losses Compliance
• Personnel With
  external agencies
• Property With
  internal assessments
• Finances Client
  Satisfaction
• Expenditures External
  clients served
• Revenues Internal
  department staff

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Loss Metrics

• Personnel
• Reported injuries by employees, residents,
  students
• Property
• Losses incurred and covered by UTS Comprehensive
  Property Protection Program
• Losses incurred and covered by outside party
• Losses retained by UTHSC-H

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FY09 Number of UTHSC-H First Reports of Injury,
by Population Type (total population 9,782
employee population 4,425 student population
3,895 resident population 850)
Total (n 451)
Employees (n 235)
Residents (n 117)
Students (n 99)
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FY09 Rate of First Reports of Injury per 200,000
Person-hours of Exposure, by Population
Type(Based on assumption of annual exposure
hours per employee 2,000 resident 4,000
student 800)
Residents (6.88)
Students (6.35)
Employees (4.67)
Rate calculated using Bureau of Labor Statistics
formula no. of injury reports x 200,000 / total
person-hours of exposure.
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FY09 Reported Injuries/Exposures by Population
Class and Type
In FY09, slight decreases in student and medical
resident sharps injuries were detected based on
injury surveillance data tracking. The decreases
stem largely from interventions focused on work
involving cutting tools (for students) and
sutures (for residents). Interventions for these
types of injuries will continue to be a major
focus of FY10 efforts
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Workers Compensation Insurance Premium
Adjustment for UTS Health Components Fiscal
Years 03 to 09(discount premium rating as
compared to a baseline of 1.00, three year
rolling average adjusts rates for subsequent year)
Oversight by SHERM
UT Medical Branch Galveston (0.16)
UT Southwestern Dallas (0.16)
UT Health Center Tyler (0.13)
UT HSC San Antonio (0.12)
UT HSC Houston (0.09)
UT MD Anderson Cancer Center (0.06)
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FY10 Actions - Losses

• Personnel
• Continue with aggressive EHS safety surveillance
  of workplaces and case management activities for
  injured employees, with particular emphasis on
  the prevention of student and resident sharps
  injuries
• Improve synchronization with Employee Health
  Clinical Services Agreement to further contain
  Workers Compensation Insurance premiums
• Property
• Continue educating faculty and staff about perils
  causing losses (water, power interruption and
  theft) and simple interventions
• Conduct focused loss control assessments of
  selected facilities based on objective financial
  assessments (property value, revenues, etc.)

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Compliance Metrics

• With external agencies
• Regulatory inspections, peer reviews
• Other compliance related activities
• With internal assessments
• Results of EHS routine safety surveillance
  activities

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External Agencies
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External Agencies
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Other Compliance-Related Activities

• Completed security upgrades to irradiator units,
  funded by grant from DOE National Nuclear
  Security Administration totaling 103,328
• Updated of all safety-related HOOP policy
  documents
• Synchronized safety training for GSBS students so
  compliance requirements for both UTHSC-H and
  UTMDACC are met simultaneously
• Assisted in AAALAC inspection

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Internal Compliance Assessments

• 3,518 workplace inspections documented
• 952 deficiencies identified
• 386 deficiencies corrected to date
• 566 deficiencies subject to follow up correction
  primarily materials stacked too high in lab
  areas, possibly obstructing sprinkler discharge
  (underlying contributing cause is lack of lab
  space) and lower risk compliance violations
• 3,520 individuals provided with required safety
  training
• Some internal compliance was affected by
  continued internal moves by researchers into new
  laboratories, but working with faculty to correct
• Focusing on the Employee Health Clinical Services
  program to improve medical surveillance issues

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FY10 Actions - Compliance

• External compliance
• Continue to work with FPE to systematically
  address building loner term issues identified by
  SFMO property insurance carriers
• EHS continue aggressive routine surveillance
  program to provide services to community and
  correct possible issues to prevent
  non-compliance. Incorporate lessons learned from
  non-compliance data into training programs to
  prevent recurrence
• Internal compliance
• Incorporate lessons learned from routine
  surveillance non-compliance data into training
  programs to prevent recurrence
• Focus attention on Employee Health medical
  surveillance to improve compliance with aspects
  such as immunizations and health surveillance for
  health care and animal care workers
• Accommodate significant impacts of moving labs to
  new space and remodeling vacated space

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Financial Metrics

• Expenditures
• Program cost, cost drivers
• Revenues
• Sources of revenue, amounts

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Campus Square Footage, SHERM Resource Needs, and
Funding (modeling not inclusive of resources
provided for, or necessary for Employee Health
Clinical Services Agreement)
Modeled SHERM Resource Needs and Institutional
Allocations (Not Inclusive of EHCSA)
Total Campus Square Footage and Lab/Clinic Subset
Amount not funded
IMM funding
Lab area portion of total square footage
Institutional allocation
Non-lab portion of total square footage
SHERM Income (Workers compensation insurance
rebates, contracts, services)
Med Foundation
Training Services
UTP contract
WCI RAP rebate
In addition to 214,710 from Employee Health
Account, EHCSA received 90 of FY09 WCI RAP
allocation
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Total Hazardous Waste Cost Obligation and Actual
Disposal Expenditures (inclusive of chemical,
biological, and radioactive waste streams)
Hazardous Waste Cost Obligation
Actual Disposal Expenditures
FY09 savings 201,146
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FY09 Revenues

• Service contracts
• UT Physicians
  154,500
• UT Med Foundation 25,299
• Continuing education courses/outreach
• UT SPH SWCOEH
  7,697
• Miscellaneous training honoraria 9,521
• Total
  197,017

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FY10 Actions - Financial

• Expenditures
• Continue with aggressive hazardous waste
  minimization program to contain costs
• Continue with development of cross functional
  staff, affording more cost effective services to
  institution
• Quantify the results of property loss prevention
  efforts to gauge value of program
• Revenues
• Continue with service contract and community
  outreach activities that provide financial
  support to operate institutional program (FY09
  revenues equated to about 10 of total budget)
• Cultivate grant opportunities to provide support
  for program, such as the new biotechnology
  training program
• Cultivate fee for service programs such as the
  provision of safety services to new biotech start
  up companies in UCT

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Client Satisfaction Metrics

• External clients served
• Results of targeted awareness survey
• Internal department staff
• Summary of professional development activities

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Client Feedback

• Focused assessment of a designated aspect
  performed annually
• FY03 Clients of Radiation Safety Program
• FY04 Overall client expectations and
  fulfillment of expectations
• FY05 Clients of Chemical Safety Program
• FY06 Clients who Interact with Administrative
  Support Staff
• FY07 Employees and Supervisors Reporting
  Injuries
• FY08 Clients of Environmental Protection
  Program Services
• FY09 Survey of Level of Informed Risk

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Gauge Your Level of Informed Risk In
an attempt to gauge the level of informed risk
across campus, an online survey was circulated to
manager and supervisory-level personnel via
various institutional e-mail list servs for the
period August 24 to September 9,
2009. Summarized below are the collective
responses by percent from 19 respondents. The
results indicate that certain opportunities to
enhance community education and awareness exist,
and will be pursed in FY10 to help further reduce
the amount of retained losses experienced by the
institution. 
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Key Findings

• What did we learn?
• 63 of the respondents did not know that the
  deductible for the UTHSC-H property insurance
  policy is 250,000
• 84 of the respondents did not know that the
  standard coverage for damage caused by commercial
  movers is 0.60 per pound
• 68 of the respondents did not know that
  additional insurance coverage is needed for
  special events
• 53 of the respondents did not know about
  necessity to report retained losses to Risk
  Management Insurance
• Implications
• Results indicate opportunities for improving the
  level of informed risk on campus to, in turn,
  improve institutional risk-related decision
  making

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Internal Department Staff Satisfaction

• Continued support of ongoing academic pursuits
• Weekly continuing education sessions on a variety
  of topics
• Collected non-monetary reward ideas from staff
• Participation in teaching in continuing education
  course offerings
• Involvement in novel student and disabled veteran
  internship training programs
• Membership, participation in professional
  organizations

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Staff Involvement in Emergency Preparedness,
Response, and Recovery

• Significant time and effort was directed towards
  preparatory and recovery work for several notable
  emergencies in FY09
• Hurricane Ike
• Novel H1N1 influenza
• MSB fire
• New Student Housing water damage from leak in
  pump room
• Recent state legislation and UTS expectations
  will likely mandate more resources being
  dedicated solely to emergency preparedness

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FY10 Actions Client Satisfaction

• External Clients
• Continue with customer service approach to
  operations
• Provide targeted informed risk education based
  on findings of recent survey to enhance decision
  making when risks are involved
• Internal Clients (departmental staff)
• Continue with professional development seminars
• Continue with involvement in training courses and
  outreach activities
• Continue mentoring sessions on academic
  activities
• Educate staff on informed risk issues to expand
  outreach
• Conduct staff survey focused on job satisfaction
• Continue 360o evaluations on supervisors to
  garner feedback from staff

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Metrics Caveats

• Important to remember what isnt effectively
  captured by these metrics
• Increasing complexity of research protocols
• Increased collaborations and associated
  challenges
• Increased complexity of regulatory environment
• Impacts of construction both navigation and
  reviews
• The pain, suffering, apprehension associated with
  any injury every dot on the graph is a person
• The things that didnt happen

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Summary

• Various metrics indicate that SHERM is fulfilling
  its mission of maintaining a safe and healthy
  working and learning environment in a cost
  effective manner that doesnt interfere with
  operations
• Injury rates continue to be at the lowest in the
  history of the institution
• Despite continued growth in the research
  enterprise, hazardous waste costs are
  aggressively contained
• Client satisfaction continues to be is measurably
  high
• Nano scale and high level biosafety research
  activities will be area of significant growth in
  the near term future and will necessitate
  concurrent support. Regulatory oversight in these
  areas also likely to be high. Likewise, Emergency
  Preparedness and Response will also be an area of
  growth driven by new requirements and
  expectations.
• Client feedback repeatedly indicates that a
  successful safety program is largely
  people-powered the services most valued cannot
  be automated!
• Resource needs continue to be driven primarily by
  campus square footage (lab and non-lab)