Before buying SHE, what specific situation was identified, how was it identified and what problems or pain did it cause either you or the company?
A review of the safety management system highlighted issues regarding paper based systems and a business case was prepared after evaluating a number of systems. The issues highlighted with paper based system operating across a number of sites was confirmed when the HSE undertook a safety management system audit and issued enforcement action in three incidences of lack of evidence of risk assessments (as the paper assessments could not be located). Furthermore the HSE emphasized the need for central overview of any risk assessment systems to ensure that actions arising from assessments are progressed and monitored.
Why did you pick a solution from SHE Software?
It was difficult to identify any system which would cover all aspects of risk assessments. However, the SHE Enterprise system was found to have a great deal of flexibility compared to others, in that you can modify a great deal yourself without the need to have software rewrites etc. This meant that we could implement the system without having to fundamentally change our current policies, procedures or have to retrain our staff. Training was only required to be given to persons who would be inputting assessments onto the system and those approving assessments. It also allows great flexibility in developing generic assessments which can cover a number of areas without individual assessments required.
How has the problem identified been solved and can this be substantiated?
The HSE enforcement action was relatively straight forward to get signed off, once the system was up and running. The ease of use has also meant that staff from all disciplines and grades use the system with well over 2000 assessments now on the system. In addition, all departments can now be monitored centrally to ensure that assessments are being completed and the action manager allows any actions arising to be monitored (actions more than 8 weeks overdue are escalated to the relevant Director). The system is now used to determine risks for capital planning allocation and where in the current economic situation where priority for funding should be given.
The resources required to keep paper based systems up to date were significant in terms of time (and paper etc.) Regular reports can now be made to various groups (including the Trust Executive Team, Governance Committee etc.) with a high degree of accuracy as to the current situation. The recent NHSLA audit also highlighted the benefits as the evidence for a number of criterions which was demonstrated through the SHE system. Further visits by the HSE have also demonstrated the ease of showing the evidence of assessments and progress of actions. The ease of use has also shown that after 45 – 60 minutes of training those inputting information can usually use the system with little assistance after they have put on their first few assessments and most inputters use the copy function extensively.