Delivering an HSE Information Management System

One customer's experience

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We are always delighted to share customer experiences of implementing the Triaster Solution, even if their corporate rules mean the customer can't be named - as is the case with the large manufacturing company featured in this article.

hse_1We are very grateful to the project leads who have spent time to share their experiences and lessons learned, in delivering a valuable Health, Safety and Environment (HSE) Information Management System (IMS) to their business.

Around October 2012 it was decided that the company's HSE System wasn't adding value to the wider business. The management system contained a huge number of documents, several of which covered the same process/policy. In summary, 'it was verbose, inaccessible and no-one outside the HSE department ever used it'.

quotemark
There has been nothing but positive feedback about the HSE Process Library. Wow! So accessible!
Major manufacturing customer

hse_2As a start point to addressing this, a team of international senior managers brainstormed their ideal HSE management system. They agreed that a key requirement was that it would be used by the rest of the business to access and understand core HSE processes. They were clear that HSE processes are not useful or valuable unless they are understood and acted upon by the rest of the business.

Fortuitously another business in the group had already adopted the Triaster Solution, although their Process Library hadn't yet gone live. They demonstrated their Process Library to senior managers who 'didn't take much convincing that this was the solution.' The main response was 'Wow! So accessible!'

Work on the new HSE Library began in January 2013 and over the next eight weeks, 169 procedures and 150 forms were reviewed. Ultimately it was determined that there were 32 core HSE processes, which needed to be mapped and published to the Process Library, along with supporting work instructions and forms.

hse_3As it was agreed to launch both Triaster Process Libraries at the same time, HSE started working to the very tight deadline of a March 2013 Go Live. Ultimately this did move to April - but still meant Go Live of the HSE Library was within six months of purchase of the Triaster Solution.

The team immediately got process mapping, but on reflection they recognised that they were working too independently and this led to different styles of process mapping creeping in. A much more collaborative approach was then adopted, which focused on capturing the processes in a language and style that made sense for the wider business (rather than for HSE professionals, as in the past).

The tight deadline was quite a strain, especially on the HSE advisors who were tasked with reviewing and signing off all the processes, but whose time wasn't solely allocated to the project. Despite this the team made time to liaise with Corporate Communications to explain to the wider business that the new system was coming and how it would benefit them.

hse_4They also did a lot of user testing before going live, to ensure that the process maps were as intuitive as possible.

This meant that on Go Live there was a very positive response, with the wider business immediately using the HSE IMS and continuing to do so regularly.

The team monitor usage with WebLog Expert and therefore know that the system is being used and they continue to communicate with users, pointing to key processes and updates made, to keep the business informed.

Since launch the system has been used to support audits, presented at a Group conference and is generating interest in other group companies. The response is always good, with users impressed by how easy it is to use and find what they need.

Coming up to one year since Go Live, both Project Leads told us, 'There has been nothing but positive feedback about the HSE Process Library.'

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