Digitalization of Occupational Safety Processes

Digitalization Context: From Routine to Automated Control

The transition from paper-based document flow to digital services is a natural stage in the development of safety culture at large manufacturing enterprises. The traditional approach is associated with low employee engagement, delayed information about hazards, and high dependence on the human factor. Manual collection of audit statistics can take dozens of hours, and control over the relevance of orders is often lost during personnel changes.

During the webinar, Evgenia Ladina, Head of the HSE Department at Freight One (PGK) JSC, analyzes a practical case of creating an in-house ecosystem of digital services. The uniqueness of this experience lies in implementing projects using a single in-house programmer under a limited budget (up to 1 million rubles per service) and tight deadlines (up to six months for development and implementation).

Solution Architecture: Four Safety Tools

The speaker details the functionality and implementation results of four key IT products integrated with the corporate portal and the SAP accounting system:

• Behavioral Safety Audit (BSA). Converting checklists to an electronic format reduced the time to generate summary statistics from 62 hours to 1 minute. The system automatically sends notifications to responsible persons and creates a data archive, saving up to 1,250 working hours per year.
• Detection of Violations and Unsafe Behavior. A service for registering incidents with photo and video recording. Thanks to the implementation of this tool and a gamification system, employee engagement in hazard identification increased from 6% to 21%.
• Responsibility Assignment Matrix. A tool for automated control over the relevance of local regulations. When an employee is dismissed or transferred, the system receives a signal from the HR database on the same day and highlights in red all orders requiring updates, eliminating legal risks.
• Electronic Permit-to-Work. The service unifies the process of issuing permits and blocks the creation of a permit if the executor or responsible person has an expired certification. This ensured 100% control over training and accelerated the registration procedure by 3.5 times.

Implementation Barriers and Dealing with Resistance

Software development is only the first stage of digitalization. The presentation shows by example how to overcome barriers during the operational phase. The speaker analyzes methods to combat a formal approach, where workers record minor violations just for statistics, and shares experience in applying tangible and intangible motivation (including indicators in KPIs, awarding corporate currency for activity).

Special attention is paid to objective difficulties: the lack of personal computers and corporate smartphones among line personnel, as well as legislative restrictions that prevent completely abandoning "live" signatures during briefings within permits-to-work.

What you will learn from this webinar:

• How to develop and implement HSE digital services without involving large IT integrators?
• How to automate control over the relevance of orders appointing responsible persons during staff turnover?
• How to use corporate currency and gamification to engage workers in registering hazardous conditions?
• What restrictions does current legislation impose on the implementation of fully electronic permits-to-work?
• How to avoid formalism when setting KPIs for the number of behavioral safety audits conducted?