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P&H are the UK's leading wholesale distributor of tobacco, confectionery, grocery and chilled and frozen foods. They operate from 21 sites throughout the UK with 3600 employees. Although health & safety procedures were already quite extensive, in 2004 the Compliance & Safety Department wanted to move to a paper less system principally for the recording and monitoring of accidents throughout the Group (approx. 700 per annum of all types).

A number of software applications were researched and in late 2004 SHE Enterprise was chosen as the preferred package. Two prime reasons for this - firstly cost, SHE offers excellent value for money with few annual running costs and they operate a concurrent licence system which has proved very advantageous. Secondly, the software appeared to be very user friendly and simplicity is a very good thing!

Use of SHE commenced in March 2005 with accidents from 1 January 2005 retrospectively inputted. A separate server was required and placed at Head Office in Hove. From here all sites have access to SHE - we are currently running at 250 users.
Each site has a Compliance & Safety Manager who is the local expert for the system and they are supported by the Group Compliance & Safety Department who are the administrators of the system.
Initial training was carried out over 2 days in house to 8 personnel - the remainder of the training was carried out by the C&S Administrator touring the sites. Each CSM is then responsible for training employees on a local basis as required.

Whilst the software was primarily introduced for the recording of accidents, it soon became clear that the majority of the other functions could be used in the business and a 12 month programme was introduced to bring these in on a staged basis.
Once the basics have been inputted and the relevant picklists have been set up, the system just requires routine updating which is often quicker than a similar paper based system.

In 2006 the Group Transport department viewed the system and are now using it for all driver licence checks / maintenance records of some vehicles (1300 in the fleet) and latterly all vehicle accident insurance claims - this system is now paperless and the details are emailed straight to insurers. The previous system for this was ineffective and cost in the region of £25K per annum to maintain.

As of November 2007 some 25 of the sections within SHE are now being utilised with others planned for introduction over the coming year.

Use of actions, which automatically emails managers to remind them when they are required to carryout tasks, has also proved beneficial for completion of projects etc. - some of the Managers may think otherwise!

Another benefit of the system is that Group Compliance & Safety have access to all the H&S records of all branches at the touch of a button. Much checking and verification of accidents / maintenance records / training records / risk assessments can be carried out remotely reducing the need to spend days on site carrying out a thorough audit.

The Compliance & Safety Administrator has become an expert in the use of the report fields for all areas of SHE and the range of reports and graphs that can be produced and imported into Excel is vast and have enabled much more accurate reporting of accidents etc. to the Board.