Monitoring and Responding
The contracted work will be monitored as it’s being completed to determine how well OH&S expectations are being met, and will have appropriate responses depending on performance. Depending on how effective the project’s responses were while the work is being done, the overall performance of the project may itself have met, exceeded, or fallen short of expectations. Reviewing the work post completion can help provide value and insight into how the work could be improved moving on.
Once the contracted work is complete, the H&S performance will have 3 outcomes based on your identified H&S Objectives, and expectations for the contracted work:
- Expectations not met, and H&S objectives were not achieved as outlined in the CSWP
- Expectations met, and H&S objectives were achieved
- Expectations exceeded, and H&S performance surpassed expectations as outlined in the CSWP
Measuring Compliance and Deviation
Just as the monitoring took place throughout the life of the work, or over a set period of time for the work, measuring also took place throughout the life of the work, and may have indicated varying levels of performance. Now that the work is complete for the year, or entirely, and data has been collected from monitoring activities, the data should be reviewed and given consideration to determine how well it performed in meeting:
- Stakeholder Expectations
- YVR Contract Owner Requirements
- Risk register controls and requirements
- CSMP expectations
Once the data is collected, and reviewed, it will provide an outcome that is either meeting or exceeding expectations, or has fallen short of expectations. Some documents that may be used to help identify compliance are:
- Site visit records
- Incident reports
- Meeting minutes
- Mid Project review
In order to manage H&S performance effectively, there are a number of actions that are required during work that are important to review in the post work stage:
- Setting safety expectations
- Implement/Execute expectations
- Monitor work to ensure expectations are being met
- Respond to performance
- Review performance
Assessing Completed Work
You should consider reviewing the following aspects of the contracted work that were monitored during the working phase to see if they have been effectively managed from an OH&S perspective once the work is finished:
- Were the intended actions, plans, roles, and responsibilities executed and in place for the contracted work?
- Were the intended actions, plans, roles and responsibilities effective for the duration of contracted work?
- Were the intended actions, plans, roles, and responsibilities monitored for the duration of the contracted work?
- Were stakeholders engaged appropriately throughout the duration of the work?
- Were stakeholders expectations met for the duration of the work?
- Were KPIs in place in the CSWP indicative of good practice, demonstrating the work was on track for meeting expectations?
- Targets, were targets identified in the CSWP met?
- Objective(s), did the contracted work meet the main expectations identified in the H&S Objective for the contracted work as a whole?
- Was the risk register adequate for the scope of work?
- Was the risk register maintained?
- Were risk register controls effective?
- Was H&S monitoring for the project effective?
- Deviations, where work did not meet H&S expectations, what trends can be determined?
- Deviations, where work exceeded H&S expectations, what factors led to improved performance?
- Where work met H&S expectations, what actions, behaviours, or conditions led to successfully meeting expectations?
- Responses, where responses were required based on performance, were they adequate and effective?
- Were responses to performance proactive or reactive?
- Now that work is complete, how can the overall H&S performance of the contracted work be assessed and described?
- What actions if any are required based on the assessment and description of the H&S performance now that work is finished?
- Lessons learned, what would be added to lessons learned for similar work in the future?
- Post work review summary, how can the feedback from the work now completed be summarized and captured for future reference
The post-work review is a helpful mechanism that can collate the monitoring, measuring, of the H&S performance data to calibrate how well the contracted work actually met expectations now that work is done for the year, or entirely. The results of the post-work review can help identify areas of H&S that may need to be adjusted to achieve the desired level of performance for future work. The post-work review should consider:
- Review of performance
- Major Incidents
- Is the contracted work on track to achieve anticipated health and safety objectives, targets, and KPIs
- Have there been any significant occurrences of health and safety best practice
- Key H&S strengths and opportunities for improvement within the project
- Lessons learned (opportunities for general discussion)
The post-work-questionnaire can be used to help guide an assessment of work recently completed.
Where expectations identified at the planning stages of the contracted work varied from actual performance for work now completed for the year, or entirely, there are a number of options to be considered depending on the degree of variance from expectations. Three types of deviations have been defined as the following:
- Expectations not being met, H&S objectives are not being achieved as outlined in the CSWP
- Expectations being met, H&S objectives are being achieved
- Expectations being exceeded, H&S performance is surpassing expectations as outlined in the CSWP
As outlined in the CSWP, there will be responses identified by the YVR contract owner that apply to the above three outcomes. Now that the contracted work has ended, for the year, or entirely, it can be monitored, and measured, and the data will indicate one of the three outcomes, those identified responses should be applied appropriate to the level of H&S performance the work is achieving. Once the post-work review is complete, any relevant updates or information that are relevant to the contractor should be added to ComplyWorks to keep the contractor profile up to date for other YVR contractor owners.