Managing Contractor SafetyOperator Forum

Roundtable Goals• PICS

– The Nature of the Consortium– An Operator’s Perspective (Tommy

Braaten)

• Services– Current Services Lingo– Customizable Options

Roundtable Goals• Process Lessons Learned

– Risk Rankings and Flag Colors– Managing Risk and Forced Flags– The Site PICS Team– PICS ‘Reach-back Support’ – AM’s and

Auditing• Site Features and Tools

– InsureGUARD– Underutilized Features– PICS System Enhancement

Recommendations

The Nature of PICSSafety Compliance Company used as a

tool during the Qualification

Process

Repository

Verification and

Auditing Team

Secure Website

Database

Consortium

Contractor registers providing trades

performed, evaluation questions and self risk

ranking.

Initial Ranking is determined based

on answers provided

Audit Team Reviews Discrepancies

Contractor Risk Ranking

Managing Risk

• Reviewing Data• Forcing flags

– What does “Red” mean?– What does “Yellow” mean?

Operator Lessons Learned

• Triple Check Process• Managing PICS vs. Operating PICS• Granting Security Access• Forming the Site PICS Team

Current Service Terminology

PICS Organizer Web-based tool used to organize and report contractor data.

Prequalification Form (PQF), and Annual Updates. Citation search. Verified annually.

Detailed review of the entire safety manual and regulatory requirements. Every 3 years.

An audit of the implementation of the safety program. Performed every 3 years.

DocuGUARD

Manual Audit

Implementation Audit

Other Services AvailableInterface to manage contractor insurance certificates, including coverage type, limits, expiration and AM Best Rating. Verified annually.

Custom audits/evaluations housed in PICS database conducted by employees or PICS.

Performed on request, PICS field evaluations on a given site or for a given contractor.

Orientation Videos, HSE Competencies, Craft Skills Assessments, Operator Qualification.

InsureGUARD

GUARDBuilder

EmployeeGUARD

Field Audit

Customizable Options

• Watch list• Tags• Site Specific PQF• Washington State Audit• Employee Level Audits (EmployeeGUARD)

Audit Roundtable

• Audits– OSHA and/or EPA site visits– Audit experience

Leading vs. Lagging Indicators

• Lagging indicators are a collection of data for events that have already occurred – (e.g. incident rates)

• Leading indicators should be our trend in qualifying contractors. Provide predictive data!

• Types of leading indicators for which we look- “verification of implementation” data

Evaluating Under-Performing Contractors

• Ad-Hoc Real-Time Data Reporting– Flag Color/Criteria– Pending PQF and Annual Updates– Fatalities– EMR/Incident Rate

• “Pushed” Reports– Established in Email Subscriptions on

Home Page

Key Features and Tools

• Home Page• Details to the Flag and Stats Chart• Tags• Email Wizard• Search by Question• Sourcing• Registration Requests

The Impact to the Qualification Process

Sourcing Contractors in PICS

Recognize Need/Host Bid

Notify Contractor of PICS Requirement

Contractor Loads Data

Make Preliminary Decisions

Execute Contract/Award Bid

Ad-Hoc Reports

Begin Work

Search PICS for Contractor

Audits

2 days – 3 weeks

InsureGUARD

• Requirements– Address

• Policies to approve• Auto approve

What You Can Do to Help PICS and Your Contractors

• Paperwork – Contractor Open tasks– Communication

• Email Wizard• Enforcement

– No site access without Documentation• Competition

– Consider choosing a replacement for the existing Contractor

– Search for New Contractor– Registration Request

Contractor ViewOpen Task Checklist

What You Can Do to Help PICS and Your Contractor

• PICS Site Team (primary contact and power users)– Review

• Current documentation• Force flag requests

– Request• Additional documentation, through Account

Manager– Decide

• Put contractor through a wavier process, attaching documentation and forcing the current flag

• Utilize and take advantage of all Reporting features in PICS

Primary User Responsibilities• Maintain PICS navigation skills and

knowledge

• Obtain the latest updates prior to full roll-out

• Provide on-going education for site users

• Assist in Pilots for Operator Developments

• Approve new site users

• Train new processes, system functionality and new team members

• Questions

• Comments

PICS Operator Navigation