Field Placement Accomplishments

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ACCOMPLISHMENTS AT NOVOPHARM LTD.

Introduction

The only to way to learn is to actually experience. Saying this, as part of the Business Administration program at Durham College the students took part in a field placement project gaining the experience and confidence to incorporate the material learned in the classroom to their positions in the workforce. I am very pleased say that I had the pleasure in working at Novopharm for this period of time. The assignments and projects that the Health and Safety department joined me in on were challenging and yet valuable to say the most. These assignments and projects ranged from working with external consulting firms, conducting Particulate Testing, Conducting Noise Testing, and Accident Investigations.

The department in which I was working with encompassed very intellectual and experienced colleagues that took the time and patience to teach and involve me with the everyday business of the organization. These colleagues were from very different educational backgrounds ranging from Occupational Nursing, Engineering, Occupational Health and Safety and Environmental Law. Because of this diversity I believe that I was very fortunate to gain many different view points and procedures with working in the Health and Safety department.

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In this report I will outline the assignments and projects that I accomplished at Novopharm in this time, I will also include the strategies and directions that I took in order to successfully complete these tasks as well as provide an outline of strengths and weaknesses I worked with in completing these assignments.

The first project that I completed while working at Novopharm was a WSIB package for the Managers and Employees working for the company. The problem that was occurring within the company was punctuality and incurred late fees for Novopharm from the Compensation Board. Managers and Employees were not completing the forms and handing them in on time to the Board. To strategically turn this problem around the initial goal for this project was to electronically position a WSIB form 7 into the Intranet fro the company. They believed that by allowing the Managers and Employees to have easy access to this form there would be an increase accidents reported and completed in the allowed time given by the compensation board.

My objective for these projects was to work directly with the Health and Safety Manager and Kenna Consulting group to successfully incorporate and format a form 7 into the Lotus Notes application, so that there would be an extreme decrease in costs associated with the WSIB Compensation Board..

The first step that I took to complete this task was preliminary research in this area, including legislation from the WSIB in accordance to forms, time, costs and roles of the Employee and Manager. The research helped to understand what the processes were and the repercussions of neglecting the procedures. The team needed to know exactly what is to happen with this process and what exactly would happen is this process would be neglected. What I had to do was contact the WSIB Compensation Board to gather information relating to processes and costs. Once I had this information gathered we then met again with the consulting firm to encompass this information into the Lotus Notes application. The next step was to format this project into a web base link. This included choosing colours, the layout, drop menus, location and content.

Once I provided the information to the Kenna Group, my next step was to create a package for the Employees and Managers, so that they would have a manual in time for the launch date of this project. I created this manual using Microsoft PowerPoint, formatting this into a slide booklet starting from the initial accident to the steps involved in completing the form. For this part of the project I did work directly with the Occupational Health Nurse. This Booklet included everything from definitions to print screens of the exact form used in the application and also step by step directions for the Managers and Employee to follow when using this new procedure. I believe that when the launch date came and the entire project came into effect everything went very smooth, the reaction from the employees and managers was very positive and I don't think that I would change any strategies that I used in this completion. I think that my youthfulness brought a lot of creativity to the table as well as in the PowerPoint manual. All in all I was very pleased with the outcome for my first assignment with Novopharm.

The second project that I worked on was in relation to the first but did not involve the consulting firm and the computer based application. The focus for this project was to educate the employees that were not involved with the first step which includes the sales employees that are situated all over the provinces of Canada. The results that we were looking for was a paper based package that included all the different legislation regarding the process for reporting accidents. We wanted to incorporate the strategy that we used in the first assignment but to provide this to the sale employees in a training based environment. What I worked on first was contacting all the compensation boards in Canada and aligning the procedures and forms needed to report an accident. Once I contacted all the Boards and received hard copies of the forms involved I created a table outlining the different websites, contact information, procedures and timeliness. This table was included into the package as well as the job aids that were created for Managers and Employees. A challenge that I endured was dealing with legislation from the province of Quebec. Quebec was opposite to every other province that I contacted. I then had to back track and develop a separate job aid and package for the employees situated in the province of Quebec. There was just no possible way to incorporate the procedures for all provinces in one package. Once all the research was gathered we did meet with a format designer to assist in incorporating all this information into the two different packages that could be distributed to all the employees in the quarterly meeting forthcoming. Once the packages were formatted and put together, the outcome exceeded my expectations. I don't think that I would have necessarily done anything different with this project; I think that you will come into some obstacles here and there and I think that you just have to work through them to receive a positive outcome in the end. Although from this opportunity I was able to work directly with people that from all different areas of profession. This being the first project of this field placement I was able to set the standard that I wanted. I worked independent as well as with a team, so I was able to show others exactly what I was capable of in terms of producing qualitative work. If I would have done anything different or produced anything different I believe that conducting more preliminary research would helped me more in producing this project in a more suitable manner. I don't believe that this project was done in a lengthy period but I feel that with some preparation time it would of cut the hours researching legislation down to the minimal.

The next and most exciting part of this placement was the training hat I got regarding the Accident Investigations. With this project I was working strictly with Cameron Gonsalvez the Health and Safety Specialist. He was just hired a little while ago and graduated from Ryerson University with Occupational Health and Safety background. This was an important factor to the success that I endured at Novopharm because Cameron was so fresh out of school and willing to train and relay all of his education and practices on me. This project was a project that sprung up and was not in the timeframe that was set out for me in my position there. It was an opportunity that I received because Cameron was so generous in training me. Because of this surprise there was no objective that I set out for myself. I only wanted to act and learn from the experience that I was receiving.

I was only joined in on this assignment because of the abundance of accidents that Novopharm was receiving at this time at one of our locations at Hood Rd, in Markham. Over the part weekend there were two accidents during the night shift and the report was in the Health and Safety department the next week. The decision that was made was for Cameron to mentor me. We then started with the basic of accident investigation. When there was an accident at any of the plants the first thing that we did was follow up and make sure that all necessary forms and people were contacted. I.e. The Occupational Health Nurse, the First Aid booklets and the Managers sign off. Once all the necessary forms and signatures were gathered we went to that specific job location and met with the employee that was involved in the accident. We asked for a complete run through of the accident, the equipment that they were in contact with and other people that were there when this occurred and a dramatization of the occurrence while I took pictures for the ZAZI bulletin. Once all the information was gathered we sent off the all necessary information to the Occupational Health Nurse. From there once the pictures were taken we then brainstormed the cause of the accident of there was none known at the time. I was taught that when there is an accident in the workplace you not only have to provide the investigative work, and help to create solutions but there is a lot of administrative work on top of it all. There are spreadsheets created to track all the accidents in the workplace from Lost time accidents, Medical attention accidents, almost misses etc. There is a separate spreadsheet for all of these and reports done every quarter to maintain the averages on all accidents put together. Saying this, once the accidents were tallied up and separated into their groups there was analysis done on them. I somewhat helped Cameron with the analysis but mostly was watching and learning from his experience. I tended to make copies of all the updated spreadsheets to take them with me and work on them on my own time, just so that I would be able to grasp the logic behind this technique on my own. I wanted to be able to answer any kinds of questions that anyone had on the accidents and where we stand for the quarter when it comes to the lost time averages. Once we were complete with the investigative work at the job location I then reported it back to Ann the Manager of Health and Safety. Not only did Cameron keep a tallied and spreadsheet of the accidents he had investigated but so did Ann. This was done for the reason of ensuring effective and efficient numbers and the end of the quarter.

The second phase of Accident investigations that I was able to be a part of was the ZAZI program (Zero Accidents, Zero investigations) which was a program to educate and communicate all accidents in the workplace to the employees. Every time that there was an accident in one of the plants a bulletin was drafted to be placed on the health and safety boards around the company. In the bulletin the components that are covered range from the identification of the accident; why it happened, with what equipment and in what department. The next component that is looked at is the pictures, so that the employees know exactly how it happened from the literature that was provided in the first component. (These pictures were courtesy from me…) The most important component that is looked at in the bulletin is the aspect of teaching the employees of safe work techniques and providing the company with alternate solutions to the accidents that have occurred. I found this part of the assignment to be the most difficult, because of the variety of accidents that may occur in the workplace there may be numerous solution to every problem. This bulletin looked at the most significant solution, less costly and more proactive then reactive. Novopharm wanted not a solution that may fix this for the time being but also one that may be exercised for a lengthy time in ensuring the protection of the workers. I believe that Ann recognized the importance of being able to identify solutions when it came to this kind of situation, and I also believe that she knew I had a difficult time in addressing this task. And because of this she offered to help me to better understand this process by offering me a training seminar called "The Taproot". This was an Incident investigation and Root Cause Analysis course. The main focus of this course was to demonstrate how useless blame is in correcting problems rather than fixing system root causes. The course explained in detail what investigations should look like, the sequence in which most accidents occur (events, incidents, events), and an in depth look at the 4 key steps in recognizing the root cause, while being able to provide effective recommendations and solutions to these occurrences.

The 4 key steps are outlined below

1. Investigating the actual accident- Why did it happen? Was it visibility, Maintenance, interview the employee, ask questions, and go to the actual place in which the event happened.

. Determining the sequence- from the accident to the event that occurred, after seeing the events of the investigation supply more information as to why it happened, this may be events that are outside the person's ability to avoid the accident. This step is also known as adding Conditions to the sequence.

. Define Casual factor-This includes arraigning the information from biggest to the details. This is also known as the cause and effect Hierarchy.

4. Find the Root cause- After defining the casual factors, this step asks you to analyze one casual factor at a time. Of course this is using the Root Cause Tree, which was provided showing the basic cause categories.

Because of this training I was better able to understand and effectively administer recommendations to any problems or accidents that were to occur in the future. With this training under me, I am better able to appreciate the ZAZI program and effectively identify the advantages associated with the organization. I believe that this is a good program to have in place although I was just learning it, it proved to be of benefit to the company, and it not only got the message across of the importance of safety in the workplace but also it got the exposure of the Health and Safety department within the Company. My success in this project is entirely associated with the extensive training that I received. I believe that without this training I would not have been as productive and confident in analyzing accidents and recommending solutions.

As for assessing my achievement with this project I was not prepared for the opportunity to learn this technique. I never had a perceived strategy or any outcomes with this. It was never really a project that I was working with on my own but rather a project that I was learning from others and soaking in the knowledge. I believe the success for me was basically being able to take away from this project the new experience that I have learned and apply it to something that may come to me in the future.

The next project or assignment was also very last minute and very valuable to me in the future. I was involved in providing WHMIS training to the employees on more then one occasion. It was weird that one day I was receiving the training and the next few weeks I was providing the training. Although I was not involved in the initial preparation of the PowerPoint presentation, I was able to present for a period of time on the topic of MSDS'S to get the hang of training employees with this material. I did however prepare a few quizzes to go along with my presentation so that I also looked a little creditable. The quizzes that I was able to prepare were on MSDS'S content and questions to go along with this. I went to the laboratories to gather main chemicals used and stole the MSDS'S; no actually I did photocopy them. I prepared a combination of exercises pertaining to most commonly used and most commonly known chemicals.

I prepared questions that the typical employee were suppose to know if being asked questions on MSDS'S in the workplace, for example what is the point to which this material would combust? Or, where would you find the first-aid measures if a co-worker were to come in contact with this material? The strategy I used was from the experience I had in the classroom, some people are able to retain information that is being taught to them but there are others that need to have this content presented to them with a hands on activity. I figured that if I was to talk about MSDS'S and explain to them what they are supposed to know from this, the only way that they would be able to exercise this material is if they were to practice it themselves.

Although in a classroom setting we were to prepare presentations for when we were to actually present in front of people in a company, nothing would ever prepare you for the feeling that you got when getting up there teaching these employees something that you have only learned a few days ago. It was the most nerve wrecking situation but in the end it did however make me more comfortable doing it again. My success in this assignment would be associated to the material and the experience that I learned in college. I was able to put myself in the position that these students were in and do a walkthrough of what I would of expected in this training, I brainstormed ideas that would allow me to seem creditable to them even though I was not, knowing that you are learning from someone with experience and knowledge helps to retain the information more easily and effectively. That is how I came to the idea of preparing exercises for them. I do believe that my part in the WHMIS training was successful, although I would have liked this under more structured circumstances. I believe that if I was given more time to prep and prepare I would have been able to sustain more of a stance in presenting the information involved in WHMIS training. Even though I was not completely prepared when it came to the time I believe that I completed as best as I could.

The most educational project that I had the pleasure of working on was the Noise assessment. Not only was this the most valuable experience that I was able to get but also the most time consuming. I did work in a team with Larry Tran the Environmental Engineer in assessing the noise that was being produced from the machines in the production lines, packaging lines and Q.A Laboratories. This project came up halfway into my position at Novopharm Ltd. Ann the Health and Safety manager was unsure of when the last legitimate noise assessment was done in these lines of production and was concerned for the employees that worked in these positions. We did finally conclude that the last noise assessment was done a couple of years ago and that it was not done effectively aligning with the Canadian Standards Associations. Through these findings we did agree to reassess the Noise occurring at Novopharm and I had the pleasure of working with this project.

The objective that we were working towards was dropping the Canadian standard decibel level from 0 dB to 85dB, why we wanted to do this was because of its stringency. All thorough the United States and in various provinces of Canada the decibel level is measured at 85dB. We in the Health and Safety department felt that with employees consistently working with this production equipment that this would be a very smart and effective move for the organization, we felt that this would ensure the safety of the employees and any long time injuries that may occur if they are exposed to this noise level for a long period of time.

I started this assignment with a lot of preparation; I was also responsible for looking in the market for the equipment that would best suit this assessment and the least costly for the company. I spent many weeks contacting equipment specialist in Canada and the United States enquiring on quotes and performances of the equipment. I read through many manuals and spent many hours in meetings with Anna and Larry preparing this assignment. Although I was ordering equipment I was also researching the legislation and standard for performing Noise assessments in Industrial environments in the country of Canada. I was able to learn a lot of my information from the Canadian Standards Association; Procedures for the Measurement of Occupational Noise Exposure, Z107.56-4 which was reaffirmed in 1. I thoroughly read through this manual educating myself on the terms and definitions applied with assessing noise. I became familiar with Acoustical environments, Noise Dosimeters, Measurement Duration and Number of measurement repetitions. I became very fluent in the symbols used to understand and measure the level of noise, as well as the symbols that were going to be present on the equipment. The equipment that we then prepared to use was the Integrating and Logging Sound Level meter 00; this was transported from the United States and was measuring the exchange rate at dB when in Canada measure at an exchange rate of 5 dB, by exchange rate I mean, when an employee is exposed to a dB reading of 0dB for 8 hours the amount of time that employee is to be exposed is dropped in an exchange rate of hours exposed, so at 85 dB the employee is exposed to 7 hours of noise. This situation caused a challenge in the date that we were supposed to start this testing, because all calculations would be altered by this exchange rate. We then took this issue to Ann and went through all the information extensively, we then concluded that if we are trying to bring to the board a decibel reading of only 85 in relation to the United States we then should keep the exchange rate the same, so that all the data gathered is stringent as we expect.

When starting this process we did have to contact all the supervisions that this had affected, because it states in the Health and Safety Act whenever we are to do a testing in the workplace all supervisors and managers are not only to be contacted but also allowed to be present at all testing that are going on in their managed area. We then did get clearance from all managers and supervisors in the production and packaging areas to proceed.

Our testing started at our Stouville plant in the packaging area. Our main focus was to position ourselves in an area where the employee would be exposed to the most noise. Our assessment would in be increment of 5 minutes intervals with measuring at least in the same area 4-5 times, or if there were consistency patterns we could only measure in intervals of -4. Once we entered into a packaging room the first task was to draft a blueprint of the layout of the machine and where each employee was situated in that room, we did document the machine ID and make number as well as the product that we were producing at that time. This was of importance because the different product that was producing the noise may not as well be the same product that was not producing the noise. We needed to know the extent at which the machine was producing the noise more then the product. Although we did document the different products and did take into account their noise. Once the blueprint was drawn and all the information was written down we then proceeded to position ourselves where the employee was exposed to the most noise to take our sample. We not only took samples from just the one employee but all employees situated in the room at that time. This process was very lengthy and repetitive because all the intervals used for all the employees in the same rooms. Although our findings were what we did except in the beginning we were actually surprised from some of the data that we did collect. Some of the rooms that were posted with mandatory hearing protection did not even reach the 85dB reading that we going for in the first place.

Although this was a very long and educational process I believe that my success what shown in the time that I took to prepare the information and the time that I took to understand the noise instruments and the symbols and definitions needed to understand how it worked. I was very pleased to have the opportunity to be a part of this assignment and gain the knowledge and experience that I am able to take with me in the future. I don't think if I had the chance to change any of my strategies I would, I believe that I prepared myself enough and gained from this experience exactly what I was expecting.

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