Automation of HSE Processes

HSE Automation: From Routine to a Unified Digital Space

Business scaling and headcount growth inevitably challenge traditional HSE management methods. When a company hires thousands of new employees annually and its geographical presence spans the entire country, manual record-keeping and paper-based document flow become not only inefficient but also risky. The presentation details the experience of PJSC Sovcombank, where within six months, key HSE processes were successfully transferred to a unified digital environment using exclusively domestic IT solutions.

Prerequisites and Choice of Digitalization Strategy

The decision to automate was dictated not only by the rapid staff growth (about 7,000 new employees per year) but also by the results of an inspection by supervisory authorities, which revealed the need to optimize processes. The speaker explains why the company rejected the simple extensive path of proportionally increasing the staff of HSE specialists. Instead, a hybrid model was chosen: restructuring the service with the allocation of competence centers and large-scale automation based on existing IT systems (1C, WebSoft, Pyrus, Aura).

• Unified digital space → allows managing processes in all regions of presence in real time → eliminates data loss and ensures transparency for internal audits and supervisory authorities.
• Seamless system integration → connects HR records, training assignments, and document flow → minimizes manual input and eliminates the human factor when processing information.

Transformation of Key Processes: Training, SAWC, and PPE Issuance

The implementation of automation has radically changed the approach to routine tasks. Using the training process as an example, the speaker shows how integration with the HR database allows for the automatic generation of a needs matrix. The program itself determines which course an employee needs (taking into account specifics, such as traveling work) and assigns it on the exact day of hiring.

• Electronic Document Management (EDM) → familiarization with SAWC cards and signing of knowledge assessment protocols (using enhanced and simple electronic signatures) are digitized → eliminates the need to send paper documents between branches and simplifies preparation for inspections.
• PPE issuance management → the process is integrated with 1C, where electronic personal cards are generated and signed by employees → ensures 100% control over the timely issuance of workwear according to Uniform Standard Norms and allows for centralized procurement.
• Optimization of SAWC costs → creating virtual workplaces based on the staffing table → made it possible to identify declared workplaces and eliminate unjustified special assessments, redirecting the budget to spa and resort treatment.

Virtual Assistant: Reducing the Workload on Specialists

An interesting solution was the development of a virtual assistant (chatbot) on the corporate portal. Every month, the HSE department received about 2,000 similar requests from employees, which required enormous time costs. The implementation of the bot made it possible to automate answers to frequently asked questions (for example, the algorithm of actions in case of a micro-injury or filing an incident report), freeing up specialists' resources for strategic tasks.

What you will learn from this webinar:

• How to integrate HSE processes with the company's HR IT systems?
• Which HSE documents can be legitimately converted into electronic format?
• How to automate training assignments and deadline control without a specialist's involvement?
• How to organize the accounting and signing of electronic PPE issuance cards in a distributed company?
• How does the use of virtual assistants help reduce the routine workload on the HSE department?