Perhaps the most important step in the selection and implementation of a digital HSEQ system is the needs assessment. The needs assessment must be completed for all users of the platform to determine the must haves, nice to haves, and stretch goals. It’s also important to define the deliverables that management expects on a daily, weekly, monthly, and quarterly basis. Ensure each team is given time to adequately document their needs, and then formalize these needs in a written document to be agreed up.
At face value, it doesn’t get much simpler than paper when you’re in the field. The right system, however, will be easier and quicker than paper. Overly complex systems, while technically strong, often fall flat during field level implementation. Though field-level personnel are increasingly ‘computer-savvy’, unnecessarily complex platforms will cause resistance, so it’s important to ensure the system you’re choosing is built with the end user in mind. We suggest including 1-3 field-level employees in final product evaluation to both gain their insights and increase adoption by their voices being heard.
It’s important to consider the impact on the entire management team that will be using the HSEQ system, as usage typically extends beyond the HSEQ department(s). Involving key members of the management team in the evaluation process helps to fully evaluate the solution that’s best suited to your team. We’ve often seen a propensity to select unnecessarily complex systems that become unmanageable, while a simplistic solution provides the required features with less complex processes.
This varies from jobsite to jobsite, but it’s important to evaluate if you’ll need offline access as many platforms do not offer this feature. Even if you’re in an urban environment with otherwise good cell coverage, some work areas lack cell and WIFI coverage due to the significant concrete and steel often found in industrial environments.
Artificial Intelligence (AI) is popping up everywhere, and HSEQ software should be no different. Look for AI that provides meaningful benefits to you and your team - tools that make safety and compliance effortless, and tools that automatically identify issues for you.
Define what data you’ll need, in what format, and how you’ll access it. Excel (.CSV) downloads are typically well suited to occasional reporting and one-offs due to their ease of use and flexibility. If you need to regularly export data from one system and import it into another, a direct API connection is often a better solution but comes with security requirements and costs.
Digitizing paper-based solutions can improve operational efficiency, but there’s often only marginal risk reduction. Analyzing that info to produce actionable insights is a step-change that can fundamentally improve your performance.
If time is money, implementation is a potentially costly endeavor. From a single morning to multiple months, implementation timelines will depend on company size and complexity, but also on the strategy and preparation of the vendor. It’s important to ask the vendor how they manage onboarding, and what a realistic timeline is for your specific situation. Does this align with your timeline? Your team will have to dedicate time to the setup and training - do they have the time and resources required?
When considering a digital HSEQ system, it's important to evaluate the level of support offered by the vendor. Look for a vendor that provides comprehensive support including training, ongoing technical assistance, and a customer service team that is accessible and responsive to your needs. Safety software is complex, and issues can arise that require expert assistance. A vendor that provides reliable and timely support can help ensure that your safety software is always functioning optimally, reducing downtime and minimizing the risk of safety incidents. Additionally, a vendor that offers strong support demonstrates a commitment to their product and to their customers' success.
Every business is unique and has its own set of safety requirements. When choosing a digital HSEQ system, it's essential to consider how customizable the software is to ensure it meets your specific needs. Customization allows you to tailor the software to your business processes, making it more efficient and effective. It also ensures that the software can adapt to changes in your business and regulations on current and future job sites. A lack of flexibility in a safety software package can lead to inefficiencies, inaccuracies, and an inability to meet HSE requirements.