Online Health and Safety systems – are they worthwhile ?

Lee Stampton CMIOSH, Cert Ed Environmental, Health and Safety Consultant Director, Health and Safety South East Limited www.healthandsafetysoutheast.com Louise Perryman M.A. Director, Business Development Elmstone Systems www.elmstonesystems.co.uk

• What might make an organisation consider using one?

• When does the benefit really start to show?

• Are they just another cost or do they pay their way?

Online Health and Safety systems – are they worthwhile ?

Online Health and Safety systems – are they worthwhile ?

Online Environmental, Health and Safety systems – are they worthwhile ?

Myth of the Month: Health and safety is a threat to village fetes

The reality If you believe everything you read, health and safety

is to blame for lots of fun events being cancelled. Plastic duck races, village fetes and even morris

dancing have all allegedly fallen victim to excessive health and safety regulations.

People often assume that the rules are so complex they make it too much effort to organise an event.

But when managed sensibly, health and safety shouldn’t (and doesn’t) stop things happening. As part of a well-run event, good planning and

practical actions help to make sure that things go smoothly. The important thing is to make sure that health and safety is fit for purpose and

acted upon. It certainly isn’t about cancelling events – we’re here to save lives, not stop

them.

Health and Safety South East Ltd

Sensible risk management IS about:

• Health and safety is about saving lives, not stopping people living

• Risk management should be about practical steps to protect people from real harm and suffering - not bureaucratic back covering.

• Risk management is about reducing injury, not stopping fun.

• The challenge - to find a balance between the unachievable aim of absolute safety and the kind of poor management of risk that damages lives and the economy

Sensible risk management IS about:

• Ensuring workers and the public are properly protected

• Providing overall benefit to society by balancing benefits and risks, with a focus on reducing real risks – both those which arise more often and those with serious consequences

• Enabling innovation and learning, not stifling them

• Ensuring that those who create risks manage them responsibly and understand that failure to manage real risks responsibly is likely to lead to robust action

• Enabling individuals to understand that as well as having the right to protection, they also have to take responsibility for their actions…

Make sure the power is off before you enter the water

Health and Safety South East Ltd

Sensible risk management is NOT about:

• Creating a totally risk free society

• Generating useless paperwork mountains

• Scaring people by exaggerating or publicising trivial risks

• Stopping important recreational and learning activities for individuals where the risks are managed

• Reducing protection of people from risks that cause real harm and suffering

Business benefits of good EH&S management

Good practice in EHS makes sound business sense. You can:

• Protect your workers and the environmental from the suffering and damage caused by accidents, spills and ill health

• Reduce absences and sick leave

• Retain staff

• Maintain your organisation's reputation

• Boost productivity and profits

• Reduce your insurance premiums and legal costs

• Secures contracts/tenders

What is Effective Management?

• HSG 65

• OHSAS18001

• ISO 9001

• ISO 14001

• BS 8555

• Etc.

How can an online database help you with PDCA approach?

Reporting Incidents

Risk Management – through

effective Risk Assessment

Learning lessons

Reviewing Performance

Action tracking

Risk Profiling - trending

Planning Audits –

Internal & External

Objectives & Targets

Measuring Performance

Inspections

• Incident and Near Miss Management

• Risk Assessment

• EHS Inspection Audit Reporting

• Action Tracking

• Ability to develop client specific modules

Environmental Health & Safety modules

Mirashare – Core modules

Paper

Adhoc Systems

People

Workload

How Problems develop in growing organisations

Our Solution

Incident and Near Miss Management

Record Analyse and Act upon Incidents

• Recording of Incidents, Near Misses and Unsafe Observations

• Full Investigation progress – Team, Facts, Photographs etc

• Corrective and Preventative Action handling

• Investigation approval and closure control

• Management metrics and data to aid root cause analysis, risk

management and trending of real issues.

• Ability to communicate incidents between sites, depts, shifts simply and clearly

• Improves near miss reporting across site, ease of use and acceptance by staff

Incident and Near Miss Management

Incident and Near Miss Management

Incident Report Form - Expanded

Incident Report Form - Expanded

Incident under Investigation

Metrics

Metrics – Live Drill Down

Metrics

Action Tracking

Our Solution

Integrated into all the Mirashare systems

Also operates as stand-alone tracking system

Uses electronic signatures to track closure & approval

Automatic escalation of overdue actions

Summary views and ability to trend by person, issues, dept. etc. Management metrics – easy to see, track, monitor

Action Tracking

Action Tracking

Your own personal actions Your reportees’ actions Actions in your departments

Action Tracking

Risk Assessment

Manage the Risk

• Complete system for creating many types of Risk Assessments Manual Handling, Task Bask, Confined Space and Environmental Impact Assessments, etc

• Improves the quality of Risk assessments

• Enables consistent approach to be adopted

• Enables cloning of Risk assessments and emailing to clients

• Corrective and Preventative Action handling

• Manages the approval cycle

• Acts as a Training record

• Version control and Review Cycles

• Trending of data, to enable better quality risk assessments

Risk Assessment

Risk Assessment

Risk Assessment

Checklist example

Checklist example

Inspection Audit Reporting

Regular checks and Audits with good feedback loop

• Simple to use system for recording any kind of inspection or audit

• Totally configurable checklist style questions

• Record observations, attach evidence and responses and email reports

• Corrective and Preventative Action handling

• Trending of issues

• Ability to plan and programme audits through out the year

Inspection Audit Reporting

Inspection Audit Reporting - Summary

Inspection Audit Reporting - Details

Inspection Audit Reporting - Checklist

Inspection Audit Reporting - Checklist

Observations can be recorded against any question and actions assigned to colleagues

Most effective in environments with: 1. Potential for frequent and/or serious incidents to occur 2. Where quality management is paramount 3. Where reputation is key or client confidence is important 4. Accredited systems – 9001, 18001, 14001, etc

• You have full oversight of the incident management progress • You have version controlled risk assessments • All the data & documents are kept together, permanently. • Actions are followed through, reducing progress chasing • Data is categorised and the database tools provide Management

with the information they need to promote continuous improvement and trending for business improvement planning

• Over time preventative actions from near miss reporting will make your organisation safer.

So - is it worth the trouble?

Save management time:

Chasing paper Chasing people Producing metrics

Get things done (or complain!)

Corrective & Preventative Actions Timely Reviews Regular Inspections & Audits

Improve EHS Management

Reduce number of Incidents Up to date and thus relevant Risk information

Compliance

Know that agencies are informed when necessary Comprehensive Environmental, Health & Safety data

So is it worth the trouble?

• Saves you time

• Supports better decision making

• Saves you money

• Helps protect company reputation

• Enables audit compliance to be achieved and maintained

Will it help the organisation prosper financially?

Overview of modules – common functionality

Action

Tracking

Risk

Assessment

Audit

Reporting

Action

Tracking

Incident

Management

Charting

Module

Security

Module

Reporting

Module

Email

Module

Search

Module

Questions