facilities re-entry employee orientation course
TRANSCRIPT
Employee Orientation For High Density Facilities
March 2021
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LEARNING OBJECTIVES
This course covers information on:
The phased approach to re-entry to facilities and its guiding principles
Your role in safely re-entering your facility
What is changing when you return and what is not changing
What you need to know about common and shared spaces
What you need to know about your workstation
The escalation path for your concerns and feedback
Useful links and references
FOR EMPLOYEES RE-ENTRY TO FACILITIES
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HYDRO ONE’S RECOVERY APPROACH
STAY SAFE. STAY FOCUSED. BE PATIENT.
We remain guided by our two priorities – protecting employees and delivering safe, reliable power to Ontarians. We also continue to follow the guidance of governments and public health experts.
We will take a measured, phased, regional approach to re-entry that will be guided by provincial plans and include a risk-assessment of local conditions including mass transit. Timelines for re-entry will vary based on location. We will monitor re-entry success, external environment and adjust as required.
Our re-entry will be gradual, calculated, and responsible. Our plan is measured yet flexible and rooted in our core value of Safety Comes First.
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FACILITIES RE-ENTRY GUIDING PRINCIPLES
Ensure the safety of all employees and minimize the potential for COVID-19 exposure
Ensure safe and reliable power to energize life in communities
Create a safe environment with barriers that will allow employees to return to the workplace while maintaining physical distancing as recommended by Public Health
Reduce the likelihood of exposure by maintaining physical distancing, limiting common area interaction, practicing proper hygiene and enhancing cleaning protocols
For the foreseeable future, employees who can productively and safely work from home will continue to follow the same arrangement
The re-entry program was developed to ensure the safe re-entry of Hydro One employees to the workplace to:
WAVE 1 WAVE 2 + WAVE 3
PEOPLE
Maximum Capacity of 10% Leaders identify employees to return based on
a strong business need Majority working from home Employees with a preference to work from the
office to contact their People Manager
Safe employee re-entry will be carried in a staggered and structured manner
Timeline information for Wave 2 and Wave 3re-entry will be provided in due course
Re-entry success (Wave 1) and externalenvironment will be monitored, and adjustedas required
FACILITIES
Employees to complete Daily Pre-Entry Screening Form upon entering the office
Self assessment before entering the building Enforced: Physical distancing, 3-ply face
covering No external visitors Frequent cleaning and disinfecting of surfaces Health and Safety protocols Facilities re-entry guidelines directed plans
LOCATIONS
Applicable sites BASC Barrie Corporate Office Smart Network & Relay Trinity Square Markham Office OCGG Richview (HOT) Woodstock Admin Office
FACILITIES RE-ENTRY PHASED APPROACH
Click here to access the infographic on HydroNet
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Work with the facilities re-entry team to ensure the facility is ready for re-occupancy
Reinforce key Employee Orientation requirements, including details on safety measures, guidelines, and protocols
Monitor re-entry requirements, manage and track employee compliance to capacity limits on the Employee Occupancy Tracker
Address employee re-entry issues and escalations with regular check-ins
Coordinate activities and communications with People Managers8
KEY ROLES – FACILITY/ FLOOR AMBASSADORS
Employees: Returning to Facilities Facilities/ Floor Ambassador: Each Site
Ensure all Safety Measures are understood and followed, this includes all re-entry guidance provided by Hydro One, your People Manager and Facility Ambassador
Do not access other Hydro One Locations or work stations that have not been assigned to you
Demonstrate your commitment to a safe re-entry by following the protocols and guidelines provided including those listed in this orientation
Ensure you have a questioning attitude, and reach out to your People Manager or Ambassador if you have any concerns or require clarification
KEY ROLES – EMPLOYEES
Employees: Returning to Facilities Facilities/ Floor Ambassador: Each Site
Ensure you are safe, healthy, and taking all necessary precautions when you are not at work9
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Arrival Common space
Workstation
Checklist
Return Home
It’s ok to be anxious on day 1
We are here to support you
Hope you had a happy and safe day!
Let us know if there is anything we missed
YOUR WORKPLACE RE-ENTRY JOURNEY
We are here for you!
Prep
First Day
TO HELP YOU BETTER PREPARE FOR YOUR RETURN TO THE WORKPLACE
COVID Alert is Canada's free exposure notification app• How it works• The app uses Bluetooth to exchange random codes with nearby phones• Every day, it checks a list of random codes from people who tell the app they
tested positive• If you've been near one of those codes in the past 14 days, you'll get a
notification• COVID Alert does not use GPS or track your location. It has no way of knowing:
• Your location• Your name or address• Your phone's contacts• Your health information• The health information of anyone you're near
COVID ALERT APPLICATION
NOTE THAT THE USE OF THE COVID APP IS STRONGLY RECOMMENDED
Arrival Common space
Workstation ChecklistPrep
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OCCUPANCY TRACKER PROCESS
1. Occupancy Tracker location: SharePoint2. Ambassadors and People Managers to plan occupancy one (1) week in advance and proactively manage
occupancy on a day by day basis. If there are any changes, reach out to facilities reentry project team
Permissions1. Ambassadors and People Managers of Wave 1 employees related to the facility will have access to the tracker
and be responsible to keep it updated2. Only Ambassadors can delegate their work to one person on their team Click here to access the
Occupancy Tracker Job Aid
PEOPLE MANAGER•Enter access information for the next
week by EOD Thursday for all Wave 1 employees
•Coordinate with employee and Ambassador to finalize approval process
AMBASSADOR•Assess occupancy plan for the next
week by EOD Friday•Reach out to People Managers to
resolve over capacity issues• Update tracker for all unplanned
access• Address over-capacity issues
Arrival Common space
Workstation ChecklistPrep
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TO TRACK OCCUPANCY IN ADVANCE AND HELP US MAINTAIN EACH FACILITY’S MAXIMUM CAPACITY LIMITS
EMPLOYEE•Notify People Manager of their plans 1 (one) week prior to get the required approval in place
•Inform their People Manager of any change in their plans as soon as possible
• Employees need to let their People Manager know one (1) week in advance of their plans for the next week to get the required approval
• If they are unable to come in as planned, they will need to let their People Manager know as soon as possible so they can advise the Ambassador in a timely manner
• It is critical for us to maintain an accurate occupancy count in order to enable accurate, timely contact tracing if the need arises and to ensure we do not exceed our set capacity limits during Wave 1
YOUR ROLE AS AN EMPLOYEE IN THEOCCUPANCY TRACKING
Arrival Common space
Workstation ChecklistPrep
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ALL employees entering high density sites will need to complete the Daily Pre-Entry Screening Form online, also accessible from a mobile device.
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YOUR WORKPLACE RE-ENTRY JOURNEY
• Daily requirement for all office employees• Employee is also required to send the completion
notification to their supervisor on a daily basis• Employees will continue to be required to review
the self-screening poster located and follow its protocol
DAILY PRE-ENTRY SCREENING FORM
Click here to access the online Daily Pre-Entry Screening Form
Arrival Common space
Workstation ChecklistPrep
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FOLLOW OUR ESCALATION PATHPROCESS
Level 1: If you have questions or concerns reach out to your People Manager
Level 2: Your assigned Ambassador is available to your People Manager as an escalation point
Arrival Common space
Workstation ChecklistPrep
Ambassador
People Manager
Employee
Level 1
Level 2
KEEP YOURSELF HEALTHY AND SAFE BY FOLLOWING GOVERNMENT AND HEALTH GUIDELINES
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YOUR WORKPLACE RE-ENTRY JOURNEY
Use the Ontario self health assessment daily upon entering the workplace
Bring your own supplies(food, snacks, water bottle, utensils)
Maintain physical distancing
Take necessary precautions when you travel to/ from work
Wash hands regularly and carry a personal sized bottle of sanitizer and a 3-ply face covering
Follow shared space guidelines and “traffic” flow signs
Arrival Common space
Workstation ChecklistPrep
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YOUR WORKPLACE RE-ENTRY JOURNEY
Make sure to familiarize yourself with Hydro One’s Self-Assessment before going to the workplace.
Complete the Self-Health Assessment before leaving home.
Do not go to work if you have symptoms or are not feeling well.
Click here to access the online Self Health Assessment
SELF-ASSESSMENT
Arrival Common space
Workstation ChecklistPrep
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YOUR WORKPLACE RE-ENTRY JOURNEY Arrival Common
spaceWorkstation ChecklistPrep
CHANGES IN YOUR OFFICE – FOLLOW HYDRO ONE AND LANDLORD PROTOCOLS AND GUIDELINES
Physical distancing enforced in all common areas
Maximum capacity limits for all washrooms
Strongly recommended to eat at your workstation/deskLimited seating in lunchrooms
Locate the nearest wellness or first aid room on your floor/building
Follow signs and posters at all building entrances and access points
Follow movement markings that show which direction you can go
Wear a 3-ply face covering at all times when you leave your workstation
Don’t use coaching rooms, meeting rooms, and phone rooms that are closed or marked off-limits
ENTRANCE, EXITS AND IN TRANSIT
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FAMILIARIZE YOURSELF WITH POSTERS & SIGNAGE
ACKNOWLEDGEMENT BEFORE ENTERING FACILITY
FACE COVERINGENTRANCE AND EXIT SIGNS
ELEVATOR SIGN*Varies based on location
PHYSICAL DISTANCING
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Arrival Common space
Workstation ChecklistPrep
DIRECTIONAL
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FAMILIARIZE YOURSELF WITH POSTERS & SIGNAGE
STAIRWELL TRAFFIC FLOW
Arrival Common space
Workstation ChecklistPrep
FAMILIARIZE YOURSELF WITH POSTERS & SIGNAGEWORKSTATION, ROOMS, KITCHEN, WASHROOMS
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SANITIZING STATIONS
MAXIMUM OCCUPANCY*Varies based on location
WELLNESS ROOM
KITCHENWORKSTATION AND CLEAN DESK
ROOM SIGNS
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Arrival Common space
Workstation ChecklistPrep
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UNDERSTAND YOUR FLOOR LAYOUT
Click here to refer to your site location floor plan
Wellness Room
Room/Area/Closet Closed
Color coded plan that identifies accessible rooms
Wayfinding and navigation arrows identify expected employee circulation
Directional Travel to the South/East
Directional Travel to the North/South
Main Intersections
Sanitizing Station
Hand Sanitizer
Arrival Common space
Workstation ChecklistPrep
2m (6’) separation from each otherDesk sharing is not permitted
Work from your designated space and floor and minimize travel between floors and buildings
Stick to your schedule Work and discuss it with your Ambassador
Know where sanitizing stations and common use supplies are located
Carry your own water bottle and snacks
Clean your desk at beginning and end of day, and practice good personal hygiene
Carry your own pen and notebook, Avoid sharing supplies
Carry your own personal sanitizer and wipes
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YOUR WORKPLACE RE-ENTRY JOURNEY
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CHANGES IN YOUR WORKSTATION - FOLLOW HYDRO ONE PROTOCOLS AND GUIDELINES
Arrival Common space
Workstation ChecklistPrep
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MY WORKPLACE RE-ENTRY JOURNEY
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Make arrangements to return with your People Manager and Ambassador
Complete the Daily Pre-Entry Screening Form and send notification of completion to supervisor
Wear your 3-ply face covering at all times when in common areas and moving through the facility
Use hand sanitizer available at Sanitizing Station and by door entrances
Maintain physical distancing of 2m (6ft) in all common areas and at workstations
Sanitize your desk at departure/arrival, and declutter it by putting everything away at the end of the day
Off limits: small appliances (kettle, toaster, coffee vending machines) tools, utensils, dishes, etc.
Closed/ marked off: meeting rooms, phone rooms, coaching rooms
Maximum capacity limits in effect in lunch rooms, printer rooms, elevators and washrooms as applicable
EMPLOYEE CHECKLIST FOR STAYING SAFE
Arrival Common space
Workstation ChecklistPrep
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SUMMARY OF PREPAREDNESS MEASURESA Cross-Functional facilities re-entry team, together with our landlords, business leaders and with joint health and safety committees have instituted various safety measures and protocols for employees’ re-entry to be safe
AREAS SAFETY MEASURES
All common spaces (except workstation) 3-play face covering must be worn
Entering and exiting workplaces Entrances and exits identified for different sets of employees at each office location, where applicable
Facility density and precautions and site readiness checklists
Follow all guidelines and signage posted to respect 2m (6’) distance between employees, workstations and floor restrictions
Changes to cleaning protocols Regular and more frequent cleaning of common areas (elevators, stairwells, etc.), cleaned and disinfected HVAC system with new air filters
Stairwell Follow signage posted (designated up/down staircase) and physical distancing required and 3-ply face covering must be worn
High frequency touchpoints Sanitizers available at sanitizing stations, frequent cleaning regiment required
Limited number of people in shared spaces
Maximum capacity noted on doors and physical distancing to be adhered, 3-ply face covering must be worn (E.g. lunchrooms, washrooms, elevators)
Ambassador Orientation & Touchpoints Facilities team orient all Ambassadors and maintains regular contact with them to address all preparation, orientation, communication, and issues management
Signage Signage was placed where necessary following health and safety’s policies and procedures and is required to be followed
SUMMARY OF CHANGES FOR HIGH DENSITY WORK FACILITIES
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What IS changing What is NOT changing Complete the Daily Pre-Entry Screening form upon
entering the workplace, and send completion notification to supervisor on a daily basis
Do not come to work if you have symptoms or are not feeling well
Sick: Don’t come to work
3-ply face coverings must be worn while in or entering common areas, and when you are not stationary in your workstation
Maintain good personal hygiene by washing hands regularly and using available hand sanitizers.
Good personal hygiene Frequent washing of hands with soap Using sanitizer, after using high frequency touch
points
Physical distancing of 2m (6ft) enforced in all common areas and at workstations
Continue interaction with colleagues using technology
Off limits: small appliances (Kettle, Toaster, coffee vending machines) tools, utensils, dishes, etc. Use of personal water bottles
Clean desk policy enforced: clean your desk at the start and by end of day and store any personal / work item to cabinets to allow cleaners to disinfect workstation nightly
Use of a workstation Clean desk policy Ensure that all Internal Use, Confidential and/or
Secret information in hardcopy or electronic form is secure in their work area at the end of the day and file cabinets are properly locked
Closed/ marked off: meeting rooms, phone rooms, coaching rooms
Training rooms remain open with physical distancing and use of 3-ply face covering when not stationary at your seat
Key vendors and contractors authorized by Supply Chain are permitted to be on-site for work after they complete a Visitor Screening form
Maximum capacity limit: lunch rooms, washrooms, printer rooms Being accountable and staying safe
Taking more precautions to stay safe and healthy Staying safe and healthy 28
Wash your hands with soap and water or use hand sanitizer when possible immediately before putting it on and immediately after taking it off each time
Open face covering fully to cover from nose to below chin Do not reuse and discarded disposable face coverings as soon it is damp or soiled Change and wash cloth face covering as soon as it is damp or soiled If you wear glasses, put them on after you have your face covering on Do not eat or drink while wearing a face covering Do not touch face under the face covering Do not wear face covering below your nose or chin, or on your forehead or to the side Avoid touching your face covering from outside while taking it off Keep your eyes closed while installing it and removing your face covering For further information, please reference Hydro One’s face covering Guidelines
REMEMBER TO FOLLOW PROPER 3-PLY FACE COVERING USE
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FACE COVERING GUIDELINDE REMINDER
MAKE SURE TO CLEAN AND SANITIZE YOUR WORK STATION
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High touch surfaces require cleaning/disinfection more frequently in addition to standard cleaning measures
Clean and sanitize your desk, pen, notebook, electronic equipment regularly; upon arrival and departure, periodically throughout during the day, after you touch or come in contact with a shared object
Tidy up your desk before you leave for the day Ensure that all Internal Use, Confidential and/or Secret information in hardcopy or electronic
form is secure in their work area at the end of the day and file cabinets are properly locked Computer workstations must be software ‘locked’ or logged out when the workstation is
unoccupied or unattended Laptops and all other mobile devices, when left unattended must be either locked with a locking
cable or locked away in a drawer Use sanitizer and wipes provided to clean all surfaces you’ve come in contact with Un-cleared/ cluttered desk, would not be cleaned by the cleaning staff by the end of the day Take all necessary precautions and remain safe and healthy
Click here to accessClean Desk Security Standard SP2051
CLEAN DESK POLICY REMINDER
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1. Refer to Facility Re-Entry Employee FAQs located here under “Facilities Re-Entry – Employee Information”, created specifically for your safe Facilities Re-entry
2. Facilities Support• For Trinity – Contact 483 Service Desk / Northam One Service: For Facilities
Services related to emergency request, new service request and any service complaint
• For any other sites – Contact BGIS: For Facilities Services related to emergency request, new service request and any service complaint
3. Reach out to your Facilities Ambassador • To order additional posters and signage • To provide feedback
4. For more information reach out to your People Manager 5. If you have any other questions please email [email protected]
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WHERE TO GO FOR SUPPORT
PROGRAM SUPPORT INFORMATION
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WHERE TO GO FOR SUPPORT
HydroOne.com/Team site has launched a new area to provide Employee Information about Facilities Re-Entry.
Please select Corporate Initiatives to see the content related to facilities re-entry, including:• Trinity (483 Bay Street) access protocol• Facilities Re-Entry Employee FAQs• Facilities Re-Entry Employee Brief
FACILITY RE-ENTRY EMPLOYEE FAQS
Click here to access the Team Site
NEED OR REQUEST… WHO DO I CONTACT?
For all other Hydro One facility requests such as, Workstation assignment plans review Workstations – Moves, Additions, Changes or Repairs Printer and Photocopier Devices - RICOH printer ONLY
Mandatory required info.: model/serial number and floor/pillar location
Standard office supplies – for mailroom and executive office Keys – workstation and/or doors Special Event Centre Setup – CLOSED IN WAVE 1 Room configuration, microphones Furniture Repairs Material Handling – support from the mailroom Conference Rooms – defective chairs / white board
483 Service Desk [email protected]
For all building related maintenance items at 483 Bay St. such aslighting. washroom facilities, temperature control and/or spills etc.
NorthamOne [email protected]
For Conference room and Special Event Center TechnologyFor Printer and Photocopier Devices – HP printer ONLY
Help [email protected]
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WHERE TO GO FOR SUPPORT
FACILITIES MAINTENANCE SUPPORT / TRINITY SPECIFIC
REMINDERS
• Automatic Doors – Do not push or pull automatic doors with sensors
• Conference Rooms and Special Events Center closed in Wave 1
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WHERE TO GO FOR SUPPORT
FACILITIES MAINTENANCE SUPPORT // OTHER SITES
User guide is available atFacilities Hydro Net Page
Phone: 1-855-862-1738
Contact BGIS: For Facilities Services related to emergency request, new service request and any service complaint
Click here to access and download BGIS’s poster
Remain calm. Protect yourself by maintaining a two meter (six foot) distance when speaking to the person.
If you are a co-worker speak with your People Manager about your concern
If you are the People Manager, follow the process
• How to handle a suspected or confirmed case of COVID-19 who has been in the workplace
• Start by asking them to go home and self-isolate immediately and request they call Telehealth (if not already under medical care) at 1-866-797-0000 or their local public health office
• Contact Jason Hoffman, Health and Wellness Manager at 289-208-0663 immediately to discuss
WHAT TO DO IN CASE OF SUSPECTED COVID CASES
We have a process for dealing with suspected or confirmed cases of COVID-19 for anyone who has been in the workplace
REQUIED PROCESS
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AMBASSADORS LISTSite Ambassador Backup
SITE AMBASSADORS
BASC JAMES (JIM) HALL JODI BURCH
BCO GODFREY HOLDER WARREN TRACZ
CLEGG ROB GLOBOCKI ALISIA HUSBAND
MATHESON BRIAN HATCH TBC
OGCC CELENA SINGH DEREK ROLES
RICHVIEW HARRI PERSAUD MIKE ARUTA
WOODSTOCK DEB ANDREWS TBC
TRINITY ERIN KELLY CONNIE LEUNG
FLOOR AMBASSADORS*
Trinity – 6/F ROB BERARDI ERIN KELLY
Trinity – 7/F ALI SULEMAN GREG TRAMBLE
Trinity – 8/F ERIN KELLY CONNIE LEUNG
Trinity – 12/F ELISE CROLL DAVID SMITH
Trinity – 13/F HARNEET PANESAR LORI LEBLANC
Trinity – 14/F BEN BLAKELY LORI OUIMETTE
Trinity – 15/F AYESHA SABOUBA HEATHER GEMON
*Only applicable in Trinity
Click here to access the Ambassador List
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REFERENCE LINKSRESOURCES LINKS
Listed below are the primary COVID-19 links:
Hydro One COVID-19 Safety Plan Hydro One Employee Pandemic Updates Hydro One Face Covering Requirement COVID-19 101 and Screening Tool How to handle a suspected or confirmed case of COVID-19 who has been in the workplace COVID-19 Tracker Job Aid (Manager/Supervisor access only) Employee and Manager Resources Helping Our Community The Pandemic Relief Program Health Resources and Posters Human Success Factor Rocketman Canadian Transit App COVID Alert app
Thank you for being diligent and playing an active role in ensuring
everyone’s safety!
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