Latest news from the HOR Project

WP5 of the HOR project focuses more specifically on a number of concerns that have been raised in recent years relating to the organisation of general inspection visits, the implementation of safety reviews and the role of the Territorial Safety Officer (TSO), for the latter in the context of his duties, but sometimes also beyond. In order to bring about the improvements that many of our colleagues are calling for, this WP5 has been broken down into three sub-work packages: the first deals with the scope and organisation of safety general inspections, and are led by Olivier Prouteau; the second looks at the organisation of safety reviews and their scope, and is led by Yves Loertscher; finally, the third has been given the task of reviewing and redefining the role of the TSO in the light of the informal development of this role, beyond the scope of GSI-SO-2; Gunnar Lindell leads this last sub-WP.

WP5 saw its activity develop mainly in 2023, and at the beginning of 2024 it appeared necessary to bring together the members of the three sub-groups so that the proposals could be aligned.

The participants reached a consensus on the interpretation of key definitions such as inspection, audit, review, etc. Everyone has been able to appreciate the progress made by the three sub-groups and has been able to see the extent to which this progress is in line with good quality practice on the one hand, and with each other on the other hand. If there is a recommendation, it is to continue in this direction.

WP1 — Stakeholders Cartography

The project team identified important stakeholders in matters of Safety at CERN. The link to the Project Roadmap was shared with the stakeholders. Most of the work on WP1 has been completed by 2022. Relevant stakeholders inside the departments, sectors and experiments management were invited for the discussion to exchange on the project and express their concerns and expectations with regards to the HSE operational response, i.e., on safety concerns, risk arear or potential situations which may require an operational response from HSE. This exchange gave the project team the opportunity to examine the definition of risk appetite, feed the other work packages with the input for implementation of the most appropriate holistic approach to the HSE operational risk-based response.

WP2 — Safety Risks and Emergency Identification

The process of identifying existing risks started with the organization of interviews, drawing upon pre-existing information. This initiative involved multiple rounds of discussions: The first round, spanning nine weeks starting from September 2022, consisted of individual meetings involving departments, sectors, experiments management, and DSOs/LEX-GLIMOS, alongside WP1&2 leaders. Subsequently, a second round of interviews involving CERN Safety officers (DSO, PSO, LEX-GLIOMOS, TSO, etc.), safety file editors, safety coordinators, and WP1&2 leaders commenced in March 2023, lasting six weeks. The final round, initiated in August 2023, comprised interviews with other stakeholders such as the User Community and Safety Training Service, concluding within four weeks.

WP3 — Medical and Personal Assistance Response

The principles and the medical framework have been approved by the Head of the HSE Unit. The principles are applicable without delay. For the medical framework, a transition period applies to allow the implementation of pre-requisites, such as the review of the required tools and processes (e.g., change of occupational medicine software, review of the OHS 0-0-3 form, etc.). In parallel, the required regulation shall be developed and the necessary collaboration for the multidisciplinary approach established and organized. Timewise, the objective is to have the whole package (i.e., tools and processes, regulations, multidisciplinary approach) fully functional by 2025. In the meantime, when possible, processes shall be reviewed to integrate elements of the medical framework.

WP4 — Environment and Asset Emergency Response

Progress this year has been notable in two significant areas. Firstly, there has been substantial advancement in enhancing the GIS Portal, integrating data on environmental hazard sources and on-site prevention measures. This involved refining pictograms and establishing mechanisms for maintaining updated information, enabling direct generation of evacuation plans. Secondly, a comprehensive revision of the CFRS intervention procedure for environmental protection has occurred, aligning response protocols with stringent HSE-ENV expectations. The third iteration of the procedure encompasses an expanded scope of topics, including detailed coverage of various pollution types and specific actions to mitigate damage. Site visits were conducted to gather essential data, with the finalization of the procedure scheduled for 2024.

WP5 — Safety Inspections and Safety Reviews Response

The primary advancements in WP5 were spearheaded by Gunnar Lindell and the working group, particularly in sub-WP 5.3, focusing on reevaluating the TSO role. Recommendations are being formulated to enhance monitoring tools and tasks for TSOs to effectively oversee safety in assigned buildings. In sub-WP5.1, discussions centred on defining baselines and principles for General Safety Inspections (GSI), examining outcomes, cost-effectiveness and the need for regular inspections. Sub-WP5.2 saw progress in refining the Safety Reviews process diagram and the preparation of a draft document outlining GIS inspection principles and definitions.

– Raphael, tell us more about HOR WP3.

RO: The objective of WP3 is to review the medical response provided by the HSE unit in the field of occupational medicine, medical monitoring and follow-up of long-term absences from work and in matters of first-line health support to everyone on the CERN site.

– How is the work structured?

RO: We are a team with representatives from HSE (with a legal and Health and Safety focus), the HR department and the Staff association, and two doctors. We have established two phases to structure the work of this group. The first phase aims to design the most appropriate medical environment for CERN. The second phase aims to develop implementation scenarios based on the results of the first phase, and these will ultimately be presented to CERN Management.

– What are the first achievements?

RO: We are progressing well: the first phase is already complete. We drafted a proposal that specifies the key principles of the occupational medicine at CERN, such as the focus on prevention and on risks and particularly on occupational risks. The proposal also outlines an approach for the medical surveillance of MPEs that builds on individual medical visits and targeted prevention measures. The aim is to put in place a medical monitoring programme that makes sense from a medical point of view. The plan is to have this gradually implemented as of next year, 2024. It is a challenge, but I am confident that we can make it.

– What are the challenges you see for the next steps?

RO: When it comes to health, we all have different expectations and opinions. This project is not about doing more or fewer medical consultations, but actually determining and implementing what makes sense from a medical perspective. The mix of individually adapted medical monitoring and targeted prevention actions is a completely new approach for CERN: this change may challenge expectations built on past practices and experience. The other challenge is that this fundamental change requires new tools and revised processes to be fully implemented. And this will require time and dedication!

The review was structured around a comprehensive set of questions, meticulously crafted based on the insights gleaned from Phase 1 of the WP3 working group. Each question served as a pathway to delve deeper into the nuances of WP3 endeavors, fostering constructive dialogue and exchange of perspectives. The outcome of this peer review stands as a testament to the collaborative spirit driving the HSE HOR project forward. By harnessing the collective wisdom of experts from diverse backgrounds, WP3 endeavors to refine its approach, ensuring that the medical framework devised aligns seamlessly with the unique demands of occupational medicine at CERN.

The project’s objective is to design a clear and effective framework for HSE operational response. This includes comprehensive means to communicate to internal and external stakeholders regarding the services provided by HSE, and to allow HSE Unit members to access the appropriate and consistent information when needed. This will be achieved through comprehensive mapping of the HSE operational response, enhanced definitions of the roles of HSE members, adapted and widely communicated operational processes and better integrated deliverables (document types, information system). The project comprises five main work packages:

WP1 — Stakeholders Cartography;

WP2 — Safety Risks and Emergency Identification;

WP3 — Medical and Personal Assistance Response;

WP4 — Environment and Asset Emergency Response;

WP5 — Safety Inspections and Safety Reviews Response.

A sixth work package, WP6 — Framework Design and Implementation, serves as overarching coordination and oversight for the project.

The HOR project will mobilise all groups in HSE. For example, the OHS group leads two specific work packages in this project, WP3 and WP5. WP3 is dedicated to the different tasks of the Medical Service, i.e. occupational health, insurance medicine and first-line health support for everyone on the CERN site. One of the challenges for this work package will be to make the medical follow-up of members of the personnel more risk based and to re-enforce prevention. Together with the HR department, there will also be some reflection as to how to improve the follow-up of long-term illness. Finally, ensuring that the CERN community has access to appropriate medical support in case of emergency at a reasonable cost remains a concern. Communicating the changes resulting from this work package in a timely and appropriate manner will be key. The HSE communications team will work in close collaboration with the different stakeholders, such as HR services, the CERN Health Insurance Scheme (CHIS) and the Users’ Office to meet this particular challenge.

WP5 will focus on developing a review procedure for equipment but also for activities. The main goal will be to consider the protection of people not only through technical solutions but also through the ways in which workers interact with hazards. Knowing one’s work environment is safe leads to greater wellbeing and productivity, and therefore this will have direct and tangible benefits for both the members of the personnel and the Organization.