HSE Process Automation Using Standard Office 365 Tools

Routine Automation: Why Office 365 is a Hidden Reserve for HSE

In conditions of limited resources and growing safety requirements, HSE specialists often face the need to optimize processes. Implementing complex IT solutions is not always financially and organizationally justified. Pavel Sidorov, Head of Quality, Environment, and HSE at Fels, clearly demonstrates how standard Office 365 tools can become a powerful means of automating routine tasks without additional development costs.

The speaker analyzes a practical case from his company, where the transition to the Microsoft platform allowed not only to reduce data processing time but also to increase the transparency of safety management processes.

Solution Architecture: From Data Collection to Automated Processes

Automation is based on basic Office 365 applications that are already familiar to most employees. The speaker shows by example how their integration creates a unified ecosystem:

• Microsoft Forms — used to collect primary information (contractor evaluation, vehicle inspection checklists). This eliminates paper media and prevents data loss.
• SharePoint and Microsoft Lists — act as structured repositories (databases) where survey results, tasks, and registries are accumulated.
• Power Automate — the key tool connecting the applications. It triggers algorithms (flows) when certain events occur, for example, sending notifications or creating tasks based on completed forms.

This approach allows creating a flexible system that can be adapted to the specifics of the enterprise without involving programmers.

Practical Cases: From Contractor Evaluation to Procurement Management

The presentation details the safety management process for contracting organizations. Previously, the evaluation was conducted through the exchange of Excel files, which was inconvenient and time-consuming. Transferring the process to Microsoft Forms and Power Automate allowed:

• Automating the collection of questionnaires and calculating scores by safety categories.
• Setting up automatic notifications for responsible persons and the HSE department.
• Linking the evaluation results with the process of issuing passes to the enterprise territory.

The speaker also demonstrates the vehicle inspection process. The transition from paper checklists to electronic forms made it possible to automatically generate analytics on violations by transport companies, which significantly simplified the preparation of monthly reporting.

What you will learn from this webinar:

• How to use Microsoft Forms and Power Automate to collect data and trigger automated processes?
• How to organize a transparent contractor evaluation system without using complex IT products?
• How to convert paper checklists (e.g., vehicle inspection) into a digital format with automatic analytics?
• Where to start self-studying Office 365 automation tools?