Operation of an Automated System for Audit Tracking and Violation Registration

The scale of production processes in large companies inevitably faces control issues: when the number of employees exceeds 50,000 and production facilities number more than a thousand, traditional audit methods become ineffective. Paper acts, manual data consolidation, and formal excuses about eliminating violations take up thousands of man-hours without providing a real picture of safety. In this webinar, Maxim Fisenko, Head of the HSE and Industrial Safety Department of the Far Eastern Railway, discusses the experience of transitioning from outdated formats to an automated system for audit tracking and violation registration.

From Paper Routine to Digital Control

Before the implementation of digital tools, processing audit results required colossal resources. Generating action plans, repeatedly signing reports, and forwarding documents through regional directorates led to a loss of about 8,000 working hours per year on administration alone. Furthermore, there was a lack of reliable visualization: reports often contained only formal "completed" marks, which generated a high percentage of repeated violations and hidden risks.

To solve these problems, a unified web environment was implemented, eliminating the need to install separate applications or create additional passwords — authorization occurs through the work computer account. The system provided cloud data storage, automatic signaling of deadlines for eliminating remarks (a "traffic light" system), and mandatory photo or video recording of the fact that the violation was eliminated. The speaker emphasizes that departments can no longer simply report on paper — visual proof of the work done is required. If the submitted report does not reflect the full elimination of the remark, the HSE department rejects it and returns it for revision.

Integration with the Occupational Risk Management System

A key stage in the development of automation was the synchronization of the audit database with the unified corporate human resources management system, specifically with the occupational risk assessment module. This allowed a transition from static risk maps to dynamic management based on real field data.

The presentation details the mechanism of such integration. If an audit reveals a violation that is a criterion for risk activation (for example, performing work without an approved technological process), the system automatically makes an adjustment. The risk associated with this violation (for example, being hit by rolling stock) moves into the unacceptable level category. Over a year, this approach made it possible to objectively adjust about 400 occupational risk maps, making them a real tool for developing targeted preventive measures for specific directorates.

Practical Results and Discipline

The transition to paperless technology and transparent control brought measurable results. The time saved by specialists amounted to about 7,000 hours per year, and financial costs for paper and printing were reduced by half a million rubles. However, the main achievement was a nearly threefold reduction in the recurrence of identified violations. Strict control over the quality of submitted reports eliminated a formal approach to safety.

All heads of structural divisions have access to analytics, and their activity in the program is monitored online. To ensure information security during field audits, secure corporate tablets are used. Officials who systematically ignore working with violations face disciplinary action and reduced bonus payments, which maintains a high level of executive discipline.

What you will learn from this webinar:

• How to organize the process of confirming eliminated violations to completely exclude formal excuses?
• How can remarks identified during an audit automatically change the occupational risk level of a department?
• How to motivate local managers to regularly work in the violation tracking system and what sanctions to apply to violators?
• What technical solutions make it possible to abandon paper acts when auditing hundreds of remote facilities without compromising information security?