July 18, 2020
- Adoption of the agenda
The agenda was adopted. - Presentation: National Occupational Health Information System (NOHIS) – (Rosanne LeBlanc, Associate Director, Specialized Health Services Directorate, Health Canada)
R. LeBlanc informed the Committee that the Public Service Occupational Health Program (PSOHP) will begin piloting an electronic information management system known as the National Occupational Health Information System (NOHIS). After providing an overview of the PSOHP’s mandate and range of activities (e.g. health evaluations for jobs with specific medical requirements), it was explained that the transition from paper-based assessments to this new electronic system will not result in any changes to program delivery, but greatly enhance service to departments by providing an online client service interface which, allows requests to be submitted and tracked electronically, provides more comprehensive information and reports on service utilization, eliminates the physical transferring of files and offers a more centralized and consistent service to client departments across the country.
The transition is currently in the first phase of consultations and it is anticipated that a small scale pilot will commence in the spring, with end-to-end testing being conducted. Testing will ensure the system meets all business requirements/demands as well as all necessary security and privacy requirements. Full scale implementation is expected to take place in the fall of 2019.
In regards to Health Canada evaluations and the transition to electronic information management, a question was asked regarding employees who are assessed by their family physicians and how those files will be accessed. It was explained that in those cases, paper files will still be used until such time as the documentation can be digitized. Fortunately, the system was designed for growth and additional functionality can be added in the future.
It was indicated that a demonstration of the system will be held via webcast on May 17, 2019. The Committee acknowledged the many benefits the NOHIS will provide and would be happy to raise awareness among the community should it be required. - Presentation: GCworkplace Fit-up Report (Sonia Powell, Director General Lead, Tracey Machan, Senior Director, Serge Legault, Manager Client Enablement, Workplace Solutions, PSPC)
Following the GCworkplace pilot which took place in March of 2018, speakers from PSPC provided an overview of the results as well as discussing the way forward. The presenters explained that following the lessons learned from Workplace 2.0, GCworkplace adopted an agile people centric approach which places emphasis on building, studying and adapting.
The pilot involved 19 workplaces, 10 departments, across 5 regions with nearly 4000 employees participating. Performance of the pilot was measured through employees’ feedback and perception before, during and after occupancy. Currently, only 4 of the 19 pilots have been assessed through post occupancy surveying. It is expected that all assessments will be completed by December 2019 and that the data will be housed in a GC index which will permit analysis and comparisons between departments. The Committee was advised that a preliminary report was recently submitted to TBS and the presenters offered to share that report with the Committee.
The presenters shared an overview of the preliminary findings which compared pre and post occupancy responses as it related to workplace elements (e.g. lighting, temperature, noise…etc.) and technological elements (e.g. phones, wi-fi, printers…etc.). Overall, improvements were noted across the board for all workplace elements being measured. Technological elements were slightly more varied and a Committee member asked if there were possible explanations for this. It was explained that many factors (internal and external) can contribute to overall satisfaction rate; for example, a new mobile phone service provider was found to have reduced reception, resulting in a decline in client satisfaction rating for that element.
A Committee member who recently visited a GCworkplace had raised concerns that furniture that was found to be unfit was not being replaced. It was explained that during the pilot, PSPC had limited authority for reimbursement and while they paid for most of the fit-up expenses, departments were responsible for the furnishings and technology. It was further added that some collaborative spaces have specific purposes and while employees are free to utilize those spaces, they may not always be suitable for traditional office/computer work. PSPC remains committed to being adaptive, so when furniture is reported as being unacceptable, supply order lists are amended accordingly. Ultimately, satisfaction will be heavily dependent on user education and etiquette.
A Committee member noted, given the shared responsibilities between PSPC and participating departments, communication needs to be clear regarding who is responsible for what, so that concerns can be brought to the attention of the appropriate body.
The Committee is looking forward to seeing the preliminary report and expressed interest in conducting a site visit to relate the findings in the report to the workplace experience. - Presentation: GCcoworking (Frédéric Guénette, Program Manager and Matt Cassidy, OHSD Coordinator, Workplace Solutions, PSPC)
Given the evolution of traditional workplaces, PSPC’s Workplace Solutions team has been experimenting with innovative solutions to attract and recruit people to work in the Public Service. GCcoworking is a two year pilot project in which satellite offices will be built around the country with an aim to improving work-life balance and employees’ effectiveness by offering employees from various departments the ability to choose when and where they can go about their daily tasks.
While it is recognized that shared satellite workspaces will have its challenges, PSPC has approached the Committee as part of their consultation phase to obtain feedback from an OHS perspective prior to the project unfolding. An interdepartmental OHS working group has also been established to assist in addressing OHS concerns.
Although the concept has value, Committee members raised several health and safety concerns as it relates to responsibilities under the Regulations, responsibilities of the various participating departments, monitoring and supervision of employees in the offices. It was explained that a site supervisor (coPro) would be present at all locations, who would be trained and experienced in management and occupational health and workplace safety. It was added that the presence of a coPro would not absolve departments from meeting their responsibilities under the Code and that employees would still need to be trained and educated. Ideally, each GCcoworking site would provide what participating departments would normally provide to their employees on a daily basis.
In terms of communication, it was indicated that an outreach plan has been developed to reach out to OHS experts, security specialists, labour relations and communities of practice. While this may be the case, Committee members stressed that as this project moves forward, communication with policy and workplace committees is critical, as is their involvement in the development of policies and implementation.
The Committee recognized the challenges this initiative will face and would like more details on the pilot locations as well as conducting a site visit to assist in making its recommendations. The speakers were also encouraged to present this initiative to the full National Joint Council. - Radon
A. Peart discussed the previous radon testing conducted by the Government and raised concerns about the inability to obtain the data related to the testing. After providing an overview of the health risks associated with radon, it was submitted that Committee members should have access to the results, as well as being provided with a list of workplaces affected by excessive levels of Radon.
D. Graham informed the members that Health Canada did provide a radon presentation to the Committee in 2016; however, that presentation was primarily focused on residential buildings as opposed to federal workplaces. The Committee agreed that Health Canada representatives should be asked to provide an update at the next meeting, placing emphasis on federal buildings. - Smoking By-Laws
Concerns were raised at the last National Joint Council Quarterly Meeting regarding enforcement, or lack thereof, of the smoking by-laws and the implications it has for Departments/Agencies. The Council requested that the Committee review this issue and to report back. The Committee had a brief discussion on the topic, which considered the distinctions between municipal land versus crown-owned land, the possibility of reviewing other municipalities, as well as the role of workplace occupational health and safety committees.
Before proceeding any further, the Committee agreed that the Executive Committee should be asked to clarify the intent and scope of the question being asked. - Update from the Sub-Committees:
- Competent Persons
The sub-committee developed and tabled a high level flow chart which will assist departments/agencies in navigating the steps to respond to a workplace violence incident. Committee members were asked to review the flow chart and provide their feedback/approval by Friday March 29, 2019. Once approved, the flow chart would be posted on the NJC website and circulated to OHS Policy Co-Chairs. The sub-committee is also working on an assessment tool for competent persons and will present the tool to the Committee once complete.
F. Murphy raised concerns regarding SWOHS communiqués not being received by all OHS Policy Co-Chairs. It was explained that TBS maintains the list of Co-Chairs and despite reminders to departments to advise of any changes, this does not always occur. It was suggested that the list be shared with the Bargaining Agent side Co-Chair, who could then review the list and provide any updates that he is aware of.
The Committee Advisor informed the Committee that the revised SWOHS FAQ on Work Place Violence Investigations & Appointing a Competent Person should be posted on the NJC website imminently. - Guarding Minds at Work Survey (GM@W)
Further to the JEEC/SWOHS sub-committee’s work on revising the GM@W survey, the next phase was to run a pilot with a couple volunteering departments. A. Peart provided an update to the effect that while the tool is ready, several issues have arisen related to copyright, propriety and the ability to compare results with the IPSOS databases. While employment equity considerations remain a critical component of gauging employees’ psychological health, it was proposed that the Committee consider using the original version of GM@W and that employment equity concerns could be addressed through alternative channels, such as the PSES.
The Committee agreed to report their concerns to the Joint Employment Equity Committee and discuss how both OHS and EE concerns could be best addressed. - OHS Training/Learning Sub-Committee
B. Christianson provided an update on the work of the Learning sub-committee. It was indicated that sub-committee members have been reviewing numerous departmental OHS training packages for employees and compiling a list of essential elements which could form part of an OHS curriculum for all employees. The aim would be to provide this curriculum to department/agencies, who would then be responsible for providing this training to employees as they see fit. In addition to outlining the essential training elements, the sub-committee is also reviewing service providers who could carry out the different training modules. It was added that the eventual curriculum would be evergreen and should be reviewed every 3 years.
- Competent Persons
- Standing Items:
- Bill C-65
The Committee indicated that the draft Regulations should be published in the Canada Gazette very soon. It was suggested that speakers from the Labour Program be invited to provide an overview of the Regulations as soon as possible. - Asbestos
N/A - Legionella
The Committee previously expressed interest in drafting a communiqué on legionella to be released in the spring, prior to air conditioning season. In that regard, A. Peart shared material on current industry practices and new testing strategies. Both A. Peart and J.-R. Tourigny were nominated to draft the communiqué with an aim of having it tabled for approval at the next SWOHS meeting.
- Bill C-65
- Round table
D. Heavens advised members that feedback has not been received on the TBS draft Directive on Prevention of Harassment and Violence which was circulated secretarially in February. Members were reminded to review the draft Directive and provide their feedback.
A. Payette indicated that he is currently collecting data for the Annual Hazardous Occurrence Report and hopes to share the information at the next meeting.
D.Graham announced that this would be his last meeting as Employer Side Co-Chair. The Committee expressed their appreciation and thanked him for his many years of dedication and service to the priorities of the Service-Wide Committee on Occupational Health and Safety. - Next Meeting
- May 16, 2019
Adjournment
The meeting was adjourned at 12:10 p.m.