A guide to selecting the right HSEQ system for your business

The selection of a  HSEQ management system for a company can be a daunting task. There are many different systems on the market, which can vary greatly in complexity, scope and ease of use. The more advanced systems are cloud/internet based while others are still paper based. 

Before making a purchase there are a number of steps that need to be completed to ensure the system is fit for purpose.

Determining the scope of a HSEQ System

The first step is to establish the need for a system within the organisation. Is a system legally required to maintain legislative compliance? or will it for the basis for can intergraded management system designed to fulfil the requirements of a number of ISO standards?
 
Once the need for a system has been established a scope of work needs to be drawn up. The scope of work should detail all of the organisations requirements in relation to a HSE management system. It is the wish list for the organisation, this can be a graphical representation of the requirements or it could be a detailed list of requirements.

Below is an example of a graphic scope of work for a potential management system.

WHS Plan image

Creating specifications for a WHS Management Plan

Once the scope of the WHS system has been established we can start to look at the specifications. A system specification is made up of the details that make up each element in the scope, such as:

  • A list of modules required
  • The numbers of users and the access levels of those users
  • A list of documents (Policies, plans and procedures) that would needed
  • The types of audits and inspections that will be done
  • How much training and incident data needed to be held

Once we have worked out the scope and attached a list of specifications we can then effectively develop a project proposal. The an example structure for a project proposal can be found below.

 

  Project title:  Integrated HSEQ Management  System (IMS)
   Deliver date:  Key project dates
   Summary  A summary of why there is a need for the system.
   Overview:

  Project Overview:

  • The project aim.
  • The benefits.
  • The objectives
  Departments  Detail the stake holders involved in the project.
  Current Review and   Analysis  Statement of current situation.
  Strategy/Plan  Implementation strategy and plan.
  System evaluation  Process to be used to evaluate quotes.
  Action plan  A list of actionable tasks with deadlines
  Resources required  Who else will be involved in the project?

 

The project proposal can then be used as a tender document to find a product with the right fit. This doesnt need be a complex document but should at least include the specification that has been developed for the system.

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