Finalize PDD Document
After all of the tasks have been observed and verified with the worker and supervisor, photographs taken, the measurements have been collected, the OHCOW PDD template should be completed. The template should be completed thoroughly, providing as much detail as possible. It is important when completing the OHCOW PDD template that all information provided is objective and based on the task and the work environment where it was performed, rather than the worker that was observed. Ensure that pictures of tasks included in the final document are clear. Documented tasks should include photographs as often as possible to provide a visual reference to the measurements and description.Make every effort to consider who will be reading the PDD document once it has been completed. It should be clear and concise, allowing someone who is not familiar with the job to understand the work being performed. As discussed above, there is a broad range of individuals who could be using the document to make decisions.
Distribute for Approval & Sign-Off
The final PDD document should be distributed to all individuals in the organization that were involved in the preparation phase. It provides everyone with a final opportunity to review all of the job elements to verify accuracy and that there are no omissions. Create a short but manageable timeframe for individuals to provide feedback. The document should be finalized following the timeframe for feedback. Be sure to include the date it was completed, the name of the observer, and all other information required on the OHCOW PDD template.
File & Backup
Store your PDD collection in a location that can be accessed by all authorized individuals. Be sure to consider who will require the documents and where they will be stored, both in hard copy and electronically. It is wise to have multiple copies in order to prevent loss of files. You may want to consider what type of file is used to prevent unauthorized modifications. Locked file formats such as .pdf may be preferred to control the PDD content.
Timeline for Review & Updates
A structured timeline should be implemented for PDD reviews. Organizations should regularly be revisiting their PDDs to determine where updates are necessary. It is recommended that PDDs be reviewed at least annually to evaluate if updates are warranted. If all jobs do not currently have PDDs, a timeline for completion should be established in addition to a timeline for review. Larger workplaces may develop a plan to review all PDDs annually by reviewing certain departments or areas monthly or quarterly in order to complete all jobs over a 12 month period.
There may be significant changes to jobs or processes that would trigger an immediate update to one or more PDDs. Each organization should consider what these triggers could be in order to maintain a current PDD database.
|Possible Triggers for Immediate Updates|
Use of Data for Ergonomics and MSD Prevention
With proper care and planning, data and measurements from the PDD process can be used in risk assessment tools in order to analyze various aspects of the work being performed. Musculoskeletal Disorder (MSD) hazards can be identified, assessed, and either eliminated or reduced as part of a functioning ergonomics or MSD prevention program. This type of program goes far beyond the PDD process described in this document. It is recommended that Canadian Certified Professional Ergonomists (CCPEs) perform the detailed analysis and hazard evaluation. A significantly higher level of training and experience is required to perform such hazards assessments and implement solutions. The appendix that follows provides a PDD template for organizations to use as a standard document. It has been designed in such a way to provide measures that can be taken and used in MSD hazard or risk assessment tools.