QHSE Management Systems Automation: Tips for moving to the Cloud
Companies of all sizes and different industries are interested in moving their QHSE Management Systems to Automated, Integrated, Cloud-based software solutions. The benefits of Cloud-based software are clear and well-documented: ease of use, integration, improved reporting, reduced costs, convenience, ease of implementation, breadth of solutions are among the many benefits.
One benefit that may not be as obvious is the ability to adopt processes out-of-the-box. These Cloud solutions offer a great deal of value (ROI), do not require much configuration, have a broad set of functionality, and are much easier to maintain after implementation.
However, the implementation process of moving to a Cloud-based solution may not be as clear. In this blog post we will review steps to move QHSE into the Cloud and offer tips to help with your success.
Tips for Implementation:
When considering moving to an automated QHSE Management system, there are several tips to help expedite the implementation process. It is recommended that you begin with some organization, such as defining the selection team, key requirements, and a budget. Here are a few additional tips to consider as you consider implementation of an automated solution:
· Clearly defined Scope
Key requirements and readiness for organizational change will help define the required scope. Further, linking those key requirements to the software functionality will aid in the decision-making process. Many automated solutions provide built-in smart device support, so taking advantage of mobile access can also help engage the workforce.
· Consider your Master data
Any system will require migration of Master Data such as your employees, suppliers, customers, documents, policies and procedures, plant and equipment, etc. Prior planning to determine the source(s) of that data, as well as a plan to keep it maintained will benefit your implementation.
· Take advantage of best practices
Many QHSE solutions offer best practices, to include integration of the various aspects of your Management System. Further, the integration of Risks into the various processes can help as you evaluate the overall and detailed Risk of the organization. Especially, if the organization is coming from manual processes or spreadsheets, best practices can expedite and enhance the implementation process.
· Define your team
Consider defining your selection team, as well as your implementation team. Include the decision makers, SME’s, and potential system Administrators. In general, IT support is not necessary. The good vendors provide solid support should questions arise or re-training becomes necessary.
· Engage management and stakeholders
Include requirements from the management team and other stakeholders. They may have unique requirements for reporting, oversight, management reviews, and risk management.
· Workflow considerations
Automated workflow in a QHSE software solution is key to many efficiencies. In general, different workflow is available for the different aspect of your Management System. Accidents/Incidents, Environmental incidents, Improvements, Risk classification, Training, Audits/Inspections, and Maintenance requests can have different workflow structures and involve different SME’s. So, it is a consideration of who needs to be involved and at what step of the workflow.
· Invest in training
Effective training is key to engaging the workforce. A common model during implementation is a train the trainer scenario. So, it pays big dividends to be prepared and schedule training at the right time to effectively engage the workforce. This step is very key to a successful implementation.
· Consider reporting and dashboards
It is a good idea to incorporate reporting requirements into the selection process. Identifying key reports of the various stakeholders will help enhance the overall solution. Dashboards can often replace multiple reports and will provide enhanced integration.
· Plan to maintain the system
Identifying a solid system administrator is also key to supporting the solution post go-live. Also, remember to understand how key master data will be maintained. Organizations change often so planning for that eventuality is important. Also, periodic system reviews by cross functional SME’s, as well as Management Reviews, help foster an environment of continuous improvement.
We hope that these points are helpful for those looking at automation and integration of their Management Systems. There is much more to the story than selecting a vendor as a partner. Considering implementation early in the process will help ensure a greater level of success with your final solution.
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