Integrated HSE System. Digitalization of Processes, Including IT Development Prospects in HSE

From Paper Logs to a Unified Digital Ecosystem

HSE digitalization is no longer just a trendy concept; it has become a vital necessity for large industrial corporations. Transitioning from fragmented paper reports to a unified information space not only saves administrative resources but also proactively prevents accidents. The presentation details the experience of the national company Kazakhstan Railways (KTZ), which successfully digitized key HSE and environmental processes in just one year.

Galina Astapenko, Chief Manager of the HSE and Environment Department, demonstrates how implementing IT solutions changes the local safety culture, using the example of a massive organization with 120,000 employees. The developed project received international recognition, taking second place in the UIC Digital Awards 2020 by the International Union of Railways.

Mobile Assistant and Behavioral Safety Dialogues

The foundation of the digital transformation was the elimination of complex bureaucracy when recording violations. The speaker breaks down the mechanics of the corporate mobile application, which has become a pocket assistant for line personnel.

• What was done: A system for the rapid registration of hazardous conditions, actions, and near misses via smartphone was implemented.
• Why it matters: Previously, documenting a single observation required filling out two sheets of paper, which demotivated employees. Now, this barrier has been removed.
• How it works in practice: An employee takes a photo of the risk, enters the data into the system, and can exercise their stop-work authority. A monthly bonus program is in place for identifying critical violations (e.g., broken ladders on railcars leading to falls from height), and the most active employees receive valuable rewards at the end of the year.

Environmental Safety and Routine Automation

A separate segment of the webinar is dedicated to the digitalization of environmental control, which became a full-fledged "project within a project."

• What was proposed: Approximately 600 calculation methods for emissions and discharges were integrated into the system.
• Why it matters: Environmental specialists are freed from routine spreadsheet calculations. The time required for data entry and processing has been cut by more than half.
• How it works: Specialists only input primary data (e.g., the volume of fuel used), and the system automatically calculates the impact level, generates reports, and calculates the company's environmental KPI. An additional benefit is the massive saving of paper, which directly conserves trees and water resources.

Information Sharing and Honest Feedback

For risk management, it is critical that information about incidents reaches every worker and that management understands the real situation on the ground.

• What was done: A "Lightning" module (push notifications about incidents) and a regular online surveying system were introduced.
• Why it matters: Traditional reports often pass through the filters of line managers, distorting the picture. Direct surveys allow management to hear about problems straight from train drivers and track workers.
• How it works: The system tracks the percentage of employees who have read safety bulletins (the target is at least 75%). Management views dashboards showing the engagement level of each department. Surveys help identify supply shortages (e.g., a lack of cooler bags in hot weather) and adjust management decisions accordingly.

What you will learn from this webinar:

• How to motivate line personnel to actively use the corporate mobile app for recording hazards?
• How does the automation of environmental accounting halve the labor costs of specialized professionals?
• How to use online surveys to get honest feedback, bypassing administrative barriers?
• How to integrate near miss reporting and stop-work authority into the overall injury pyramid?
• What steps are necessary to prepare for the implementation of electronic permits-to-work and digital contractor management?