An EHS management system that is well conceived and implemented can provide many benefits to an organization, including regulatory compliance, minimizing operational risks and liabilities, improving corporate image, meeting customer demands, and achieving competitive advantages. With companies worldwide seeking to improve their environmental health and safety (EHS) performance, the need for accurate data management is rapidly growing. Investment in data management systems is now the fastest growing area of companies’ EHS spending, according to the Verdantix Green Quadrant EHS Soft- ware 2014 report.
With a wealth of options on offer from multiple vendors, including mobile capabilities, intuitive user interfaces and powerful analytical tools, how does an organization identify the best capabilities and most appropriate overall solution?
Recognizing the need for change
Non-specialist tools such as Excel, in-house systems and generic ERP systems can only take you so far when it comes to ensuring compliance and driving EHS performance. In particular, the generic tools often lack the ability to deliver comprehensive, real-time in- formation in an easy-to-analyze format, and can require manual creation of internal and external reports, which is time-consuming and increases the risk of inaccuracies.
The real strength of modern EMIS software is that it enables users to quickly analyze progress in a cost-effective way and make fully informed decisions. This is vital when it comes to managing review and investigation processes to prevent incidents from reoccurring and lower the probability of similar incidents occurring in the future. Sophisticated, enterprise-wide applications allow users to capture a single, consistent version of the truth in a timely manner, obtain meaningful real-time performance updates via detailed dashboards, and build accurate reports using straightforward templates and protocols.
“By moving to newer, integrated technology, clients can better manage compliance schedules and deadlines, track performance against sustainability goals, and report metrics and trends across their organization. Using a sophisticated EMIS to collect, analyze and report data helps companies to reduce risk, improve
data integrity and share information quickly with multiple stakeholders.”
Don Smith, Senior Manager, Trinity Consultants
Understanding your business requirements
In addition to a robust understanding of legal requirements, recognizing your precise business needs and clearly articulating the challenges you’re facing are important first steps towards selecting the right software solution. When creating a ‘wish list’ of features to automate and improve your current processes, it’s important to align every request with a business need, keeping in mind key goals such as reducing risk, fulfilling compliance requirements and maintaining a healthy, efficient workplace.
Visualize your EMIS as a lynch pin in your overall EHS management program, supporting you in all areas, including EHS organizational structure, internal communications programs, operational control and incident response procedures, self-assessment and auditing.
Engaging stakeholders
It’s vital to engage stakeholders in identifying and mapping out requirements, particularly those who will be using the system. What would help to make their job more efficient and drive progress in reducing incidents and managing corrective and preventive actions (CAPAs)? Review in detail why specific processes take time to perform. And what are users looking for in terms of flexibility and ease-of-use? It’s important to ensure that any features you request would be welcomed by the majority of users.
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