How to Develop Standard PtD Criteria for Your Organization Carolyn Jones, CIH, MPH

ASSE PTD Web Symposium, February 2013
How to Develop Standard
PtD Criteria for Your
Organization
Carolyn Jones, CIH, MPH
San Francisco Public Utilities Commission
(SFPUC)
Health and Safety Program Manager
cjones@sfwater.org
2/18/2013
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Presentation Goal: How to create PtD criteria or
guidelines for your organization, based on our
agency’s example.
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Background on PtD approach at agency
Our Safe Design Guidelines document
How to Get Started
Best Communication Strategies
Creating a PtD document
Challenges and Lessons learned
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Safety, blah, blah,
OSHA regulations,
blah, blah, blah…
What does
she mean???
How do I
design for
safety?
“The Great Communications Divide”
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1
Effective Communication is Key!
= Tool For Parents
PtD
Guidelines
Document
Safety
= Tool for Safety,
Engineers,
Operations
Engineers
Operations
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Background: SFPUC Overview
• Water & wastewater agency for San Francisco,
regional water provider
• 2300 employees
• Water system - 160 miles, from Yosemite
National Park to San Francisco, serves 2.5
million people in region
• System construction began after 1906 SF
earthquake
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System Facilities
• Water Transmission – reservoirs, dams, pipelines,
tunnels, valve vaults, pump stations
• Treatment Plants – water and wastewater
• Water Distribution – tanks & reservoirs, pump stations
• Wastewater Collection System
• Hydroelectric Power Plants
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History: Why Did We Get Involved
With Safe Design?
• Many old facilities w/safety problems
• Many newer facilities w/safety problems
– Engineers kept repeating same (unsafe)
designs
– Little feedback from Operations to
Engineering
– No safety review
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Facility Design
Results:
• Hard to operate
• Hard to
maintain
• Lack of safe
access
• Injuries likely
Hard to
Operate
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Rumble for Change
• Several early champions in Operations for
safer facility, equipment design
• Workshops w/H&S, Operations, Engineers
• “Show & Tell” photos
• Difficult for everyone to speak the same
“language” around safety and risk
• Difficult to communicate across
organization
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Catalyst for Change → $4.4 Billion
Capital Improvement Program
• Many projects to be designed and built on a tight
schedule
• Engineering staff had to develop standard
procedures for –
– Standard design elements
– design process
– review process
• Engineering Manager wanted Safety input but
didn’t want us to slow down design timeline
w/many design changes
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Operations:
“Get rid of
stupid
hazards!”
H&S: “More Safety!”
Opportunity to change
“business as usual”
PtD Approach!
Engineering: “Be specific”
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Goal to Establish “PtD” Approach
1. SFPUC Safe Design Guidelines
2. Safety included in formal Design Review
Process
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Safe Design Guidelines - First
Attempt
• Hired a consultant
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2
3
• They wrote a long
report
• Nobody liked it
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Safe Design Guidelines Second Attempt
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• Had consultant create
checklist
• Better, but still not great
as a pro-active tool
• Had a flash of inspiration
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“Engineering” Language?
• Doing a lot of freehand sketches for
engineers
• Industry examples of design guidelines
• “Designer’s Guide to OSHA”*
•
We needed a graphics-based, safe
design guide for engineers to translate our
safety information into “engineering”
language.
*Designer’s Guide to OSHA – A Practical Design Guide to the Occupational Safety and
Health Act for Architects, Engineers, and Builders”, Peter S. Hopf, McGraw-Hill , 1982
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SFPUC Safe Design Guidelines
Document
- Engineering look & feel to
info.
-Provide helpful notes,
OSHA regulation citations
as appropriate, links to web
sites
-Standard design document
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“SFPUC Safe Design Guidelines”
Sample page
• Targeted OSHA
information
• Other standards ANSI, NFPA
• Agency
recommended
practices
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How to Develop This Type of
Tool for Your Organization?
1. Getting Started
2. Content Development
3. Creating the Document
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Step 1: Getting Started – What are
your concerns?
¾Do you?
¾design a lot of similar structures or
processes?
¾have certain repeat problems?
¾have a good PtD strategy that you need to
convey to many different groups?
¾have a big, complex project?
¾have areas of confusion for engineers?
¾want to implement measures above & beyond
minimum standards?
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What are your concerns?
(continued)
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Identify key concerns to include
Focus on critical problems - prioritize
Start manageable, can expand later
Create list or library
Formal vs. informal process?
– Risk analysis (hazops)
– Review existing data
– Depends on your organization, resources
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Should You Include Information
from Regulations and Standards?
• Yes, when regulations require explanation,
implementation guidance
• Yes, when information comes from
multiple sources – OSHA, ANSI, NFPA,
Bldg. Codes, Industry Stds.
• No, when just repeating the regulation
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Our SFPUC PtD Identification
Process
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Workshops w/H&S, Operations, Engineers
“Show & Tell” photos
Historical experience
Areas with many design questions
Injury data
• Informal, empirical process
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Safety Concerns @
Water/Wastewater Facilities
• Confined Spaces – access, ventilation, retrieval
• Fall Protection – railings, anchor points, ladder
extensions, ladders vs. stairs
• Chemical Handling - emergency eyewash/showers,
chemical off-loading stations, ventilation
• Work Access - platforms/ working level to equipment,
clearance to operate equipment, valve placement, nonslip surfaces
• Ergonomics – work station adjustability, equipment
operation
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Step 2: Content Development Best Communication Strategies?
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Pictures (drawings, photos)
Pictures and Text
Flowcharts
Tables
Text
Checklists
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Think about your audience and what
information you are trying to convey
Detailed
regulatory or legal
requirements
Process
information
Spatial
information (size,
shape, etc.)
Reference
information
Relational
information
(if/then)
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Who is your PtD audience?
Engineering
Operations
Management
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Pictures (with or
without Text )
• Good for spatial
information (size,
shape, layout)
• Good for equipment
information
• Good for engineering
information
• Good for engineers
and operations
audiences
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Flowcharts
• Good for PtD process
information
• Good for PtD decisionmaking
• Good for sorting through
multiple regulations
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Tables
• Good for reference
information
• Good for relational
information (if this,
then that)
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What about written information?
• Text
– Good for regulations
– Difficult for conveying
complex PtD content
information
– Best for notes,
clarifications
– Keep it simple
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• Checklists
– Good for PtD review
documents
– Good for yes/no
information
– Difficult for conveying
PtD content
information
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Step 3 – Creating your PtD
document
• Graphics (low tech):
– Create template page
– Gather information, pictures, manufacturer’s
websites, Google images, etc.
– Sketch out design
– Layout draft pages - keep layout simple, lots
of white space
– Draw with CAD program
– Review and finalize
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Template
Page
• Standard layout
• Engineering look and
feel
• Space for regulations
information
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Rough
Sketches
• “Whiteboard” Approach
– i.e., brainstorming on
paper
• Pencil, eraser, ruler
• Aides – photos, field
sketches, Google
Images, engineering
drawings
• Can use copier to
change size, redo
• Cut, paste, white-out
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Layout on
Template
Page, Add
Notes
• Add notes for clarity
• Aim for clear,
unambiguous
information
• Review information
with Engineering,
Operations
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Drafting Team
creates CAD
version
• We used AutoCAD
• Review, Proofread
Carefully
• Core Team of
Reviewers
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Final Page
Create PDF document
with all pages
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People?
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Title, Index, Abbreviations,
General Notes
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Outreach
• SFPUC Safe Design Guidelines document
became part of Engineering design SOP
• Available on H&S Intranet site and Engineering
site
• Outreach presentations to Engineering, Safety
Committee
• Newsletter articles
• Listed as standard criteria in Conceptual
Engineering Reports
• Solicited feedback from users
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Regular Meetings to discuss &
strategize to make it work
• H&S works with Engineering and
Operations to resolve questions,
challenges, conflicting requirements
• Look for solutions that increase safety
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What works and doesn’t work?
• YES!
• NO…
– Slow but steady
paradigm shift
– Safe Design
Guidelines are now
standard, official
reference
– Review process is
functioning
– Engineers call H&S to
discuss problems
– Hard to compare
current project $’s with
future operational $’s
(difficult business case
for public agencies)
– Hard to reach new
engineers, outside
designers
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Lessons Learned
• Operations staff has to part of the process
• Requirements must be clear to engineers
• Even w/clear requirements, it still takes follow-up
problem solving
• When design is done by outside consultants, must
communicate to them also
• Must provide engineers with resources, links to sources
for items
• Commitment of staff resources to process
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Lessons Learned cont’d
• Need a robust review process
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Including H&S, field employees
Design team must make this happen
Not everyone can read drawings, visualize 3-D space
Small projects slip through the cracks
• Standardize on specific equipment – ex., fall
arrest systems, retrieval devices
• Other constraints: value engineering, public
perception, historic look
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Conclusions
• Organizational PtD Guidelines are a good
communications tool
• Having the official document gives
credibility to safety requirements
• Every safety feature that can be designed
in, reduces employee safety risk
• For SFPUC, PtD today = safety benefit for
the next 100 years
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Questions?
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