E-Learning for Safety Skills
Digital Transformation of HSE: From Remote Employees to Production
Digitizing HSE processes is no longer just a trend, but an operational necessity, especially for companies with a distributed branch network. In her presentation, Olga Budanova, Head of HSE and Fire Safety at PROMOMED Group, detailed a practical case of building an e-learning and document management system. The scale of the task is determined by the specifics of the business: some personnel work at production sites, while a significant proportion of employees — medical representatives — are distributed throughout Russia.
E-Learning Architecture: Platforms and Control
To solve the problem of remote onboarding, the company abandoned the formal approach and implemented a full-fledged distance learning system based on the Moodle platform. This made it possible to standardize the presentation of material and ensure transparent knowledge control.
- Video briefings and testing. The basic course lasts 30 minutes, followed by mandatory testing. The passing score is set at 80%. This ensures that the employee has not just scrolled through the slides, but has absorbed critical information.
- Integration with HR systems. Upon employment, an account linked to corporate email is automatically created for the employee. Data from HR systems is synchronized with the "1C: Occupational Safety" module, which allows HSE specialists to see new employees in real time and assign them appropriate programs.
- Error analytics. The system saves a digital footprint of each test. Specialists can see exactly which questions the employee answered incorrectly, allowing them to precisely correct knowledge and send additional materials for study.
Implementation of EDM and Electronic Signatures (UNEP)
Training a remote employee is only half the task. The second half is the legitimate registration of results. Using the integration of the SBIS system as an example, the speaker shows how the company is moving away from sending paper journals and familiarization sheets by mail.
- Issuance of signatures at the employer's expense. Each employee is issued an enhanced unqualified electronic signature (UNEP). The employer fully covers the costs of its issuance and maintenance, which removes barriers to scaling the system.
- Legal restrictions. The company clearly separates documents subject to digitization from those that remain on paper. In accordance with current legislation, work record books, accident reports, and a number of briefings are still processed in the traditional way, but the infrastructure is already prepared for upcoming changes in the Labor Code of the Russian Federation.
- Unified corporate knowledge base. All instructions, standards, and regulations are stored on the internal portal with a saved revision history. The employee always has access to the current version of the document and can track the changes made.
Balancing Online and Offline: Specifics of Production Sites
Despite deep digitization, practical skills and the specifics of clean production require a classic approach. The plant has strict GMP rules prohibiting the placement of electronic devices in workshops, and workers do not use smartphones at their workplaces.
For such categories of personnel, as well as for practicing first aid skills, the company has preserved and modernized face-to-face formats. Modern training classrooms with simulators have been equipped, where training is conducted live. Briefings for contractors are also carried out in person with a demonstration of presentation materials and the subsequent execution of work permits.
What you will learn from this webinar:
- How to organize remote introductory briefings for employees located in different regions of the country?
- Which platforms and IT solutions are optimal for linking HR records, training, and HSE?
- How to legally formalize the transition to electronic document management in HSE and issue UNEP for employees?
- How to control the quality of material assimilation and work with error analytics during online testing?
- In what cases does digitization not work and why do face-to-face trainings remain a mandatory element of the safety system?
Comments 4
Vladimir Osipov:
1) Do employees have access to test questions (without answers) before knowledge assessments?
Answer:
An employee can request the list of test questions before the knowledge assessment in advance. We can provide them, as they are approved in the introductory briefing program. But typically, the employee studies the introductory briefing and immediately takes the test. In the system itself, questions are not posted as a separate file.
2) How does your methodologist compose test questions and answers? Is there an approved methodology?
Answer:
Together with the methodologist, we determine the course completion time and number of questions. Questions are composed by OHS specialists, discussed with the methodologist before placement in the course, and only after joint decision-making are they placed in the system. Preliminary access is given to several employees of structural departments who take the course and pass the test. We record completion time and test results. Based on this, conclusions are drawn and changes are made or the original version is kept.
Vladimir Egorov:
1) What if an employee is against electronic signatures? What then?
Answer:
The regulation on transitioning to electronic document management states that electronic signature is a mandatory requirement for every employee of the Company. Therefore, such situations do not arise.
2) Can any document be printed at any time, and will it be certified with a stamp and signature?
Answer:
Yes, documents signed with an electronic signature can be printed from the system. Documents signed with an electronic signature do not receive a stamp. A stamp is only applied when we provide a document copy.
Ekaterina Tomilova:
How do you obtain consent for personal data processing?
Answer:
The system contains document templates approved by the procedure for storage, use, and transfer of personal data. For each employee upon hiring, a package of documents is prepared that they must review and sign. This is a standard requirement upon employment.
Andrey Tolstopyatov:
Is there any difference in the materials of introductory safety briefings for office and production personnel?
Answer: The introductory briefing program differs in content: the main blocks are the same, with additional material added based on the specifics of the activity.