VPP CX FAQ's
- VPP CX Services
- THE VPP PROCESS
- VPP COSTS AND IMPLEMENTATION ISSUES
- THE OSHA ASSESSMENT VISIT
- VPP LEVELS OF RECOGNITION
- ADDITIONAL INFORMATION
I. VPP CX Services
Q: Why was the DoD VPP CX chartered?
A: The Secretary of Defense established the Defense Safety Oversight Council (DSOC) to provide governance on DoD-wide efforts to improve safety and reduce preventable mishaps within its departments and agencies. In response to the Secretary of Defense's challenge to reduce mishaps 75% by FY08, DSOC identified initiatives for mishap prevention, including participation in the Occupational Safety and Health Administration (OSHA) Voluntary Protection Programs (VPP) and the establishment of a VPP Center of Excellence (CX). The VPP CX identifies optimum processes and procedures to implement VPP principles across the Army, Navy, Air Force, Marine Corps, and Defense Agencies.Q: What assistance is provided by the DoD VPP CX?
A: The Center offers both direct and remote technical support to assist military departments and agencies in preparing for and submitting their applications to OSHA for VPP recognition as a Star site.Direct support includes both an "engagement visit" and an "assessment visit" to each designated site by a team of safety subject matter experts who support the VPP CX. The engagement visit team provides commanders, their immediate staff, and key safety personnel with an overview of both the VPP program and the technical support available to them through the VPP CX. The assessment visit provides a baseline or gap assessment of the site's current programs to the requirements of VPP, along with an action plan to address the identified gaps. Additionally, site personnel receive VPP awareness training to aid in developing a comprehensive implementation plan. A safety perception survey from the National Safety Council is also conducted and data from each site is compiled into a final report. Sites also may receive, on a case by case basis, additional onsite training and support in their VPP application efforts.
Additional training courses and self-assessment tools are available on the VPP CX Web site to assist sites in preparing for VPP Star status. The VPP CX also provides application preparation and tracking software to aid sites in preparing and reviewing their applications.
All VPP CX services are provided at no cost to the site.
II. The VPP Process
An introduction to OSHA's Voluntary Protection Programs can be found on the OSHA Web site at http://www.osha.gov/dcsp/vpp/
Q: Is participation in VPP mandatory?
A: No. The DoD VPP CX contacts only those sites whose respective Headquarters or Subordinate Commands have identified as volunteers for the VPP (or those who have nominated themselves).Q: By committing to have the VPP CX team onsite for an assessment visit, am I committing to applying for VPP?
A: Although it is expected that any site participating in Phases I and II of the process will eventually apply for VPP recognition, currently nothing requires that the site actually apply. The VPP CX was established to familiarize DoD departments and agencies with OSHA VPP in the hope that acceptance of the VPP culture would eventually result in reduced injury and illness rates.Q: How long is the initial assessment visit?
A: Prior to the assessment visit, the VPP CX assessment team leader will discuss with the site personnel the recommended scope of the assessment visit. Ideally, the scope should be such that the assessment visit can be completed in no more than five consecutive days with a team of subject matter experts of three to six persons.Q: Is the initial site assessment visit a compliance audit?
A: No. The assessment visit is a conformance assessment to the VPP criteria. Regulatory noncompliance, if observed, will be brought only to the attention of the site personnel.Q: How long will it take to achieve VPP Star status? Can this determination be made by the end of the assessment visit?
A: After the assessment visit is completed, the site "owns" the action plan that is developed, so they control the pace and intensity at which they close the gaps. Sites with minimal gaps and an existing safety and health management systems framework may be able to complete the process in six months to one year. One to two years for a site to achieve Star recognition is not uncommon. It may take three or more years for sites with minimal systems currently in place and reported incident levels significantly above the averages for similar sites.In addition, the site must also meet OSHA rates requirements and have in place a written safety and health management system one year prior to approval so the OSHA onsite evaluation team can validate the application.
Q: Will the VPP CX actually prepare the application for us?
A: No, but the CX is deploying an e-VPP tool via the Web portal for sites to use in this effort and technical assistance from VPP CX experts via phone or E-mail is available.Q: How long does it take after submitting the VPP application for an organization to be ready for the VPP Star certification audit?
A: The length of time required for preparation is different for each organization. While some sites may only need minor modifications to their existing programs, others may be starting from scratch. The VPP CX will offer information, tools, and best practices to assist sites with the VPP process.III. VPP Costs and Implementation Issues
Q: Won't VPP just mean a lot of extra paperwork?
A: There is some paperwork required in the application process; however, the VPP CX will offer electronic tools to streamline the procedure. In addition, sites are encouraged to use as much existing documentation as possible. VPP reviewers do not look for a single correct way to meet VPP requirements - they want to see a system that works for the site. Some successful safety and health management systems involve substantial documentation and others do not - each site's individual requirements will vary.Q: How much will it cost me to achieve VPP recognition?
A: There is no application fee associated with applying for VPP recognition by OSHA. The services of the VPP CX are also provided without cost to the installation. Minimal additional costs for promoting a heightened awareness level of both safety and health and the VPP effort in general should be expected.Q: Who will pay for the extra costs associated with our site working toward VPP?
A: Because the VPP is a safety management program, it is not anticipated that there will be any significant additional costs beyond those already budgeted for a site's safety and health activities. In general, VPP sites save money over time through fewer injuries and illnesses and reduced worker's compensation costs. The VPP CX will work with each individual site to identify the benefits and return on investment that VPP can produce.Q: I have only a small number of employees at my site, how can I possibly expect to meet VPP requirements for membership?
A: VPP is a systematic approach to managing employee safety and health at the worksite. The criteria that VPP uses is performance-based and recognizes flexibility in achieving the desired results. Over years of application of the program, VPP has proven both attainable and beneficial to sites with only a few employers. In fact the majority of worksites that are VPP members have fewer than 100 employees.Q: My organization has more than one worksite throughout the country. Do I have to complete separate applications for each site?
A: If the worksites are separated by distances that prevent an effective, single onsite evaluation, and/or the worksite is operating under distinctly separate management systems, then separate applications are required. The VPP CX will coordinate with OSHA to resolve issues with regard to site eligibility.Q: Some employees at my installation are represented by a union and are covered under a collective bargaining agreement. Does that make a difference?
A: Union representatives will play a critical roll in the entire VPP process. The unions that represent your employees must provide written support of the VPP, which must be included with the VPP application. No VPP application will be approved without the formal support of all collective bargaining agents. The VPP CX will work with union leadership to assist them in understanding the VPP process and will assist in providing mentoring by other union leaders as needed.Q: How does Lean Manufacturing relate to safety and OSHA's VPP program?
A: Modeled after the Toyota Production Systems, Lean Manufacturing is an approach/philosophy to reduce process cycle time by the elimination of waste. Lean practitioners seek to minimize waste by removing non-value-added activities such as wasted motion, inspections, and rework, while making the most efficient use of resources. Stated another way, Lean promotes an employee culture intended to eliminate waste, facilitate change, and foster continuous improvement.VPP Star sites often speak of the development of an employee "Safety Culture" as central to their success in eliminating work-related safety and health incidents. Responding to accidents creates a series of non-value-added activities, consumes scarce resources, negatively impacts production, decreases efficiency, and costs money (directly and indirectly).
The basic tenants shared by Lean organizations and VPP Star sites include detecting and preventing problems before they occur, performing root cause analysis of problems, assigning employee ownership and responsibility, and continually improving management processes/systems. Central to both is the empowerment of all employees to sacrifice production and cost in the pursuit of quality (Lean) and safety (VPP).
There are direct links between Lean initiatives and safety performance. Lean implementers often report reduced accidents and fewer lost workdays. Lean initiatives can lead to fewer trip hazards through improved housekeeping, a reduction in ergonomic-related complaints through the redesign of employee work stations, reduced fatigue from eliminating wasted motion, and fewer employee absences attributed to improved employee morale.
Q: I've heard that VPP is similar to ISO. Does that mean there is a fee for going through the certification process/audit?
A: In general, VPP Star sites use a management systems approach very similar to the framework associated with the ISO 9001/ISO 14001 Quality and Environmental Management System Standards to manage their safety and health programs. Many Star sites are currently certified to the ISO 9001 and/or ISO 14001 Standards. While similar to the ISO certification process, the VPP application and recognition process is provided as a free service by OHSA.Q: Is there an international occupational safety and health standard to which a site can seek certification for its safety and health program?
A: Yes. There are several emerging management system standards that sites may want to consider. The Occupational Health and Safety Assessment Series (OHSAS) 18001 Standard and the ANSI/AIHA Z10-2005 American National Standard - Occupational Health and Safety Management Systems are two options under which sites may seek certification/registration. Registration/certification to any of these standards is not a requirement for VPP Star site recognition by OSHA.Q: We are working on a Safety Management System, OHSAS 18001, ESOH Management System. Why would I want to pursue VPP?
A: VPP is the recognition of a site's established safety and health management system. Safety and health management systems such as OHSAS 18001 provide a good framework for standardizing safety and health polices and procedures. VPP is a recognition program that requires that specific safety and health management system elements be present for recognition. Management system standards like the OHSAS 18001 can be used to compliment and ultimately achieve recognition through OSHA's VPP. The OSHA's recognition program has been proven effective throughout private industry and Federal agencies to reduce worker illnesses and injuries. The VPP CX will assist organizations in enhancing their current safety and health management system in order to apply for VPP recognition.Q: How will my organization benefit from participation in the VPP?
A: While there are many benefits that can be realized from participation in VPP, the most common ones are:- Improved employee motivation to work safely, leading to higher quality and better productivity.
- Lost workday case rates that are generally 60% to 80% below the average for companies of the same size and industry.
- Reduced workers' compensation and other injury- and illness-related costs.
- Positive community recognition and interaction.
- Further improvement of good programs through the internal and external reviews that are part of the application process and through annual evaluations.
- Access to the resources and expertise of a larger community of safety and health professionals.
- Partnership with OSHA.
- Increased operational readiness.
Q: Will VPP get my installation off of the DoD Top 40 list for injuries and illnesses?
A: It depends on the site; however, VPP Star sites in general see significant reductions in injuries and illnesses as their safety and health management system improves. Tobyhanna Army Depot achieved a 60% reduction in workers' compensation costs after achieving VPP status. The VPP CX will partner with designated sites to assist in achieving similar reductions through the VPP implementation process.IV. The OSHA Assessment Visit
Q: Why does OSHA need to come to my site?
A: The OSHA VPP review team must verify that the safety and health program described in your VPP application is fully operational and addresses all potential hazards at the site.Q: Who comes on an OHSA VPP onsite review?
A: That depends on how large your facility is. Normally the onsite team consists of a team leader, a safety specialist, an industrial hygienist, and a back-up leader. Most team members will be employees of OSHA, but some may be a volunteer safety and health professional Special Government Employee (SGE) from current VPP Star sites.Q: Do I have to wait until the end of the review to find out my chances of being approved?
A: The recommendation of the VPP team regarding approval of your site will be based on a comprehensive assessment of your operations in relation to VPP requirements, so a recommendation cannot be made until the review is complete. However, the VPP team leader will discuss the team's observations with your designated representatives at the end of each day so that you will know how the review is progressing. Although the site will learn the recommendation of the assessment team, the final decision will be made by the national VPP office and signed by the Assistant Secretary of Labor for OSHA.Q: What will happen if the team discovers an apparent violation of OSHA standards during the certification audit?
A: OSHA safety and health professionals will be looking for evidence that your program is creating and maintaining safe and healthful working conditions. Hazards they may observe can serve as indicators that some aspect of your program may need improvement. While they will not issue citations, safety and health professionals will not ignore hazards. They will work with you to determine how and when to correct any hazards they see. If corrections require more time than the onsite review allows, you will be asked to notify your OSHA VPP coordinator when corrections are completed. Mitigation of the hazard is usually immediate, and corrections usually have to be made within 90 days.Q: Can OSHA fine me for findings identified during their onsite audit or any other assistance visits as we work toward VPP status?
A: We cannot speak for OSHA but typically, any site indicating their intentions to pursue VPP status enjoys a more cordial relationship with OSHA. While OSHA is on the site assisting with the VPP process and witnesses serious or willful safety violations, OSHA will ask that these issues be immediately mitigated. If the site refuses to correct the issue or disagrees with the request the Assistant Secretary of Labor for OSHA shall be notified to arbitrate a satisfactory conclusion to the issue.Sites participating in the VPP program are no more likely to receive a fine for identified compliance issues than non-participating sites. In fact, sites that proactively identify and self-report compliance issues are less likely to be fined (i.e. or be fined lesser amounts) than those sites with similar compliance issues discovered during routine OSHA site inspections.
V. VPP Levels of Recognition
Q: If I apply for membership in VPP, is it required that my worksite be approved at the Star level?
A: Applicants who are found to have good safety and health management systems, but must take additional steps to meet Star quality, can be considered for Merit status if:- The review team determines the employer has shown a commitment to reaching Star status.
- The employer has the resources and is statistically able to attain Star status within three years.
