Automation of HSE Department Processes

From Numbers to Information: Why Automate HSE

The development of an enterprise inevitably entails an increase in staff and the expansion of the HSE department's functionality. The presentation by Tatiana Paklinskaya, Head of the HSE Department at Baltic Shipyard JSC, details a practical case study of transitioning from fragmented data to a manageable system. The speaker analyzes a situation where numbers exist in reports but fail to provide a real picture of the state of affairs. For example, the metric "500 people trained" means nothing without understanding the proportion of the total number of people requiring training. Automation becomes not just a fashionable trend, but a vital necessity for promptly obtaining information and making managerial decisions.

Automation Tools: From Excel to 1C:ZUP

To systematize data arrays, the Baltic Shipyard team chose accessible tools: Excel pivot tables, the DataLens cloud service, and the 1C:ZUP system. The speaker demonstrates by example how using these programs reduced the processing time for a PPE deficit report from 4 hours to 10 minutes. The implementation of 1C:ZUP made it possible to automate the tracking of briefings, training, certifications, familiarization with PPE standards, and SAWC (Special Assessment of Working Conditions) cards. An important insight was understanding the need for interdisciplinary knowledge: when automating HSE processes, related areas must be considered — HR administration, accounting, and warehouse management.

Overcoming Resistance and Implementation Stages

Any changes face resistance, and automation is no exception. The presentation emphasizes the importance of psychological support and employee training at every stage. The speaker highlights key steps: data systematization, assigning specialists to specific areas, gradual implementation of processes (from industrial safety certification to medical examinations and milk provision), and transitioning to supporting functionality. A mistake at the stage of choosing an executor — assigning automation to an employee without analytical skills — can lead to the need to start all over again.

Results: Transparency and Speed of Decision Making

The main result of automation is the transition from paper chaos to transparent digitized data. The speed of generating reports has been reduced to one second. Department heads gained access to dashboards that clearly show bottlenecks in HSE, allowing them to independently plan corrective actions. Analytics helps identify the most injury-prone workshops and professions, and also shows that highly qualified workers are more often involved in incidents.

What you will learn from this webinar:

• How to assess the real state of HSE using checklists and proportional indicators?
• What accessible services (Excel, DataLens, 1C:ZUP) can be used to automate routine processes?
• How to avoid mistakes when integrating HSE processes with related departments (HR, accounting)?
• How to reduce report preparation time from several hours to a few seconds?
• How to automate the tracking of medical examinations and HSE training linked to the staffing table?