Hazard Prevention Program - Management Action Plan

Hazard Profile Group 1:

Annex C: Hazard Ranking Matrix (PDF, 463 KB)

Jobs Involving Office Work -Employees in this group spend time working at a desk, or standing, performing administrative duties, writing reports, using a computer, etc. for part or all of their day.

1. Inadequate Ergonomics

a. Static Posture
Hazard Ranking = A (Highly Likely Exposure x Severe Health Effects)

Based on the fact that the vast majority of ESDC employees spend most of their day sitting at a desk and the potential for static postures to cause chronic illness exists.

Inadequate Ergonomics
Preventive Measures	Resources	Responsibility
Module III: Integrated Ergonomics Program	Module III: Integrated Ergonomic Program Self-adjustment tools Dynamic Sitting Postures Stretching Exercises	Managers are to ensure employees are trained. Employees are required to take training.
Employees will be educated on ergonomics via web-based training	Online Ergo Awareness Training	Managers are to ensure employees are trained. Employees are required to take training.
Dynamic Postures	Module III: Integrated Ergonomic Program Self-adjustment tools Dynamic Sitting Postures Stretching Exercises	Managers are to ensure employees are trained. Employees are required to take training.

b. Repetitive Motions
Hazard Ranking = A (Highly Likely Exposure x Severe Health Effects)

Same reasoning given for static postures.

Table B
Preventive Measures	Resources	Responsibility
Module III: Integrated Ergonomics Program	Module III: Integrated Ergonomic Program Self-adjustment tools	Managers are to ensure employees are trained. Employees are required to take training.
Employees will be educated on ergonomics via web-based training	Online Ergo Awareness Training	Managers are to ensure employees are trained. Employees are required to take training.

2. Inadequate Housekeeping

a. Fire hazards
Hazard Ranking = A / B (Possible Exposure x Critical Health Effects)

Some of the items identified regarding housekeeping practices and fire prevention were contraventions of the Canada Occupational Health and Safety Regulations. As such, we rated this as an A. Once the contraventions have been rectified, the rating would be downgraded to a B.

Inadequate Housekeeping
Preventive Measures	Resources	Responsibility
Regular inspections of the work place by the work place health and safety committee or representative.	Workplace Inspection Guide Workplace Inspection Training	Work Place Health and Safety Committees / Representatives
Fire safety plan to be kept up to date.	Part XVII Canadian Occupational Health and Safety Regulations Fire Protection Standard	Managers to ensure they inform their employees on the plan. Employees are required to seek information from their manager on the plan.
Supervisors / managers and committees / representatives will be provided web-based training in performing workplace inspections.	Workplace Inspection Training	Health and Safety Committee members and representatives are required to take training.
Work Place Inspection Guide	Workplace Inspection Training	National Occupational Health and Safety Office to maintain the guide up-to-date.
Produce Occupational Health and Safety Bulletin to inform employees of the procedure that is in place for reporting concerns to Public Services and Procurement Canada (PSPC) relating to building maintenance / building conditions.	National Service Call Centre	National Occupational Health and Safety Office to maintain the guide up-to-date.

b. Slip / Trip / Fall hazards
Hazard Ranking = A / B (Likely Exposure x Severe / Critical Health Effects)

Based on the fact that falls and serious injuries associated with falls have occurred in the past at ESDC.

Table D
Preventive Measures	Resources	Responsibility
Regular inspections of the work-place by the Workplace Health and Safety Committee or Representative.	Workplace Inspection Guide	Work Place Health and Safety Committees / Representatives
Supervisors / managers and committees / representatives will be provided web-based training in performing workplace inspections.	Workplace Inspection Training	Managers to ensure employees are trained. Employees are required to take training.
Work Place Inspection Guide	Workplace Inspection Guide	National Occupational Health and Safety Office to maintain the guide up-to-date.
Produce Occupational Health and Safety Bulletins to inform employees of the procedure that is in place for reporting concerns to Public Services and Procurement Canada (PSPC) relating to building maintenance / building conditions.	National Service Call Centre	National Occupational Health and Safety Office to maintain the guide up-to-date.

3. Psychosocial Hazards

a. Physical Violence
Hazard Ranking = B (Possible Exposure x Severe / Critical Health Effects)

Based on the fact that physical violence has been reported and that the health outcome in a serious situation could include death.

Violence and Harassment
Preventive Measures	Resources	Responsibility
Module IV: Workplace Violence Prevention	Module IV: Workplace Violence Prevention Violence Prevention Training ESDC Code of Conduct Values and Ethics for the Public Sector	Managers to ensure employees are trained. Employees are required to take training.
ESDC encourages employees to complete the form ADM3061 Security Incident Report regarding any security incident that has taken place, for example persons who have been difficult, made threats, etc.	ADM3061 Security Incident Report	Corporate Security reviews and investigates, if needed.
ESDC encourages employees to complete the form LAB1070 Hazardous Occurrence Investigation Report regarding any health and safety incident that has taken place.	LAB1070 Hazardous Occurrence Investigation Report	Investigations, forms and reports must be completed in collaboration with the Workplace Health and Safety Committee/Representative
ESDC encourages employees to seek help from the Employee Assistance Program (EAP) when they need support after being exposed to physical violence.	Employee Assistance Program	Managers to ensure employees are informed that the EAP is there as a support mechanism

b. Harassment
Hazard Ranking = C (Likely Exposure x Minimal / Serious Health Effects)

Based on the fact that exposure can occur in the workplace but with little consequence to health in most cases.

Table F
Preventive Measures	Resources	Responsibility
Working Alone Guide	Working Alone Guide	National Occupational Health and Safety Office to maintain the guide up-to-date.
Awareness and training (web-based) for employees on policies and programs, e.g. response to threats or harassment	Safe Work Procedures Harassment Prevention and Resolution	Managers to ensure employees are trained. Employees are required to take training.

4. Struck-by Hazards

a. Improper Stacking / Storage
Hazard Ranking = B / C (Likely Exposure x Serious Health Effects)

The B rating is given because improper storage / stacking practices would constitute OHS violations of the Canada Occupational Health and Safety Regulations where they exist. Once the contraventions are corrected, the rating can be downgraded to a C.

Table G
Preventive Measures	Resources	Responsibility
Safe filing practices are communicated and in place (e.g. cabinets are secured, safety mechanism in drawers, filing from the bottom up).	Workplace Housekeeping Basics	Managers to ensure employees are informed. Employees must implement practices.
Physical safety stacking practices are communicated and in place, not overloading overhead cabinets, etc.	Workplace Housekeeping Basics	Managers to ensure employees are informed. Employees must implement practices.
Signage where doors can be opened into hallways etc. where a person may be accidentally hit.		Managers to ensure signage is in place. Employees are required to respect signage.
Periodic inspections by supervisors, managers and the health and safety committees / health and safety representatives.	Workplace Inspection Guide	Managers / Site Lead ensure that the workplace is inspected as required. Work Place Health and Safety Committees / Representatives inspect as required.
New filing cabinets purchased with appropriate safety features.		CFOB / Accommodations

5. Electrical Hazards

a. Improper use of Power Bars
Hazard Ranking = C (Unlikely Exposure x Severe Health Effects)

Table H
Preventive Measures	Resources	Responsibility
Regular work place inspections.	Workplace Inspection Guide	Managers / Supervisors Work Place Health and Safety Committees / Representatives

b. Use of Unapproved Electrical Equipment and Appliances
Hazard Ranking = C (Unlikely Exposure x Severe Health Effects)

Table I
Preventive Measures	Resources	Responsibility
Proper power bar usage.	Workplace Inspection Guide	Managers / Supervisors Work Place Health and Safety Committees / Representatives
Electrical cords are kept off the floor.	Workplace Inspection Guide	Managers / Supervisors Work Place Health and Safety Committees / Representatives
Ensure there are no unapproved or personal equipment being used.	Workplace Inspection Guide	Managers / Supervisors Work Place Health and Safety Committees / Representatives