Proactively reduce risk equipped with Pro-Sapien's EHS Hazard Observations software on SharePoint and Office 365.
The practice of reporting hazards or unsafe actions as they occur is essential in keeping workplaces as safe as they can be. Workers should be able to report hazards as soon and as easily as possible with user-friendly forms, and management should be able to respond immediately with preventative actions.
Pro-Sapien's software for EHS Hazard Observations provides a lightweight, configurable form, a central Action Manager, and powerful capabilities around analytics and KPIs, all within your existing SharePoint portal.
The practice of collecting hazard observations information relies heavily on workforce engagement. To encourage the reporting of hazards, we make our forms as lightweight as possible, only requiring pertinent information such as hazard type, location, and who it involved. With a user-friendly interface, the hazard observation form makes it as easy as possible to speak up about potential issues.
The form also supports attachments so that evidence such as a photograph can be included.
Once submitted the data entered into the form conditions the workflows that are triggered, meaning the right people get notified about the hazard and can respond in a timely manner.
EHS professionals are increasingly realizing the opportunity to make use of modern technologies to encourage reporting, with independent analyst firm Verdantix reporting that 57% intend to leverage mobile apps this year.
All of our EHS forms are responsive, but unsurprisingly, the hazard observation form is the most frequently used on mobile by workers out in the field – optimized for fast access, it is lightweight and does not require much memory or power to load.
The responsiveness means that whereas the form would have two columns on a desktop, when accessed on a mobile device it collapses to one column to fit the screen perfectly. The form also integrates with the native interface, reflecting the style of the operating system it’s being accessed on, such as iOS, Android or Windows.
The use of contractors is on the rise, especially in industries such as Construction and Oil & Gas, which can mean that many of the workforce don’t have login credentials for the organization’s EHS software system. To remove this barrier, we can deploy functionality that allows anyone to use our mobile hazard observations form.
Anyone on site, be they an employee, contractor, visitor or a passerby can scan location-specific QR codes on their smartphone to access and submit the web-based form – so you aren’t missing out on any potentially life-saving information.
There is a drop down list available for the user to select whether they are a contractor or member of the public, so that you can also track through analytics dashboards who is using the form.
In addition to correcting hazards, an equally important part of EHS management is encouraging safe behavior. For this reason our hazard observations forms can also double up as Positive Interventions forms.
A positive intervention may be when someone speaks up to correct an unsafe action they see onsite. Our simple form means it is easy for workers to report such positive interventions, which we see as a key ingredient in a strong and proactive safety culture that encourages workers to be part of the solution.
If management knows what interventions are happening and that they are, indeed, happening, the EHS team can identify trends to inform and influence other EHS areas such as training.
Assign, track, and manage all follow up tasks with the central Action Manager, implemented with all deployments.
To make the collection of hazard observations information valuable, reports must be followed up in a timely manner so it is essential to have a robust action management plan in place. With our system, actions can be set automatically by hazard observation form workflows, such as approval requests; can be assigned manually within forms; or can be created within the Action Manager area itself.
When an action is approaching due date or becomes overdue, notifications can be automatically sent to the appropriate individuals for follow up, and this data is also available for analysis in business intelligence dashboards.
Make sense of your Hazard Observations and Positive Interventions data with real-time dashboards and reports, configured with KPIs that are meaningful to your business. We use a combination of technologies to deliver tailored dashboards within our software environment as well as allow users to build their own reports with third-party programs such as Power BI, Excel or Tableau.
Information from hazard observations is highly valuable when used as part of a proactive EHS management plan. For example, your dashboard can indicate that there has been an unusual number of hazards observed in a particular area onsite recently, so you might want to reevaluate the training that workers on that site have taken, or look into the quality of equipment that is being used.
It is important to have the right tools and processes in place so that hazard observations can be followed up and investigated efficiently. Integration with SharePoint offers the control over audit features so that every version, every approval, when and whom submitted and approved can be logged, thus providing an audit trail for the life cycle of all forms.
With the Hazard Observations module, a view is created to show the Actions and Close Out associated with every hazard reported.
— HAZARD OBSERVATIONS IS JUST ONE OF OUR SUITE OF EHS&Q MODULES —
A user-friendly system that works your way
Features & Benefits
VINCI Construction UK has been using Pro-Sapien for Health & Safety Management since 2013.
Part of the project was delivering Close Call and Positive Intervention forms, a variation of Hazard Observations, with Pro-Sapien's Pro-Forma Touch mobile technology. Since then, VINCI plc has named Pro-Sapien as a preferred global vendor and awarded Pro-Sapien two innovation awards.
Find out how VINCI is breaking down barriers to reporting and improving engagement in our case study.