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Safety during and after the pandemic

With COVID19 still a problem, it is imperative to ensure the safety of all employees, be it internal employees or outsourced contractors. Having to work remotely makes it even more challenging to keep track of the workforce. And as we know, non-compliance can result in incidents or can result in organizations paying penalties. According to a survey conducted by EHS Today, the main challenge that businesses face is maintaining adherence to new policies with non-employees. As companies that employ contract/on-site workers, they usually have little control over the contractors' EHS activities. It is also recognized that employers are having a hard time enforcing these EHS procedures. Although most companies have a system in place for hiring, pre-qualifying, and managing contractors, it is difficult for them to validate if on-site workers comply with the regulations. The survey also reveals that 45% of companies either do not check the specifications of the contractors or do not conduct confirmation of their physical documents. Most of their procedures involve traditional processes like paper documentation, using spreadsheets, chasing for signatures, or using unsecured messaging apps to communicate internal matters. This practice can be improved by using a digital platform as companies can easily manage and track their performance & validate procedures while also checking whether or not the employees or contractors comply with the regulations. Organizations need to ensure that they are on top of regulations. For the traditional process, it takes a lot of time to find out and identify the applicability of these changes for their organization. They need to ensure that changes are applied and complied with. Organizations also need to ensure that information is spread and understood across their internal stakeholders and contractors. The good thing about digital platforms is it can be integrated into existing management systems. Organizations need not worry about revamping their current business process just to implement a new system. With digital platforms like BlueKanGo, the solution can adapt to the existing procedures and centralize information. An on-site worker, for example, can immediately perform checks before starting a high-risk work activity. EHS Managers can then validate the report's accuracy before approving it. This way both internal and external parties are more efficient and improved their means of communication while ensuring compliance. Digital platforms can help support organizations to address everyday health and safety issues. With the COVID19 situation not looking to ease up any time soon, companies should embrace the “new normal” which consists of working remotely and digitizing their processes. This is a good chance to close gaps in existing EHS policies and procedures. If you need more information about how ESC has helped other leading companies develop best practice incident and integrated EHS programs, please contact us. Learn more about BlueKanGo Quality and EHS Software Sign up for a free online presentation

Essential Steps in Managing Workplace Incidents

Incident management is a broad concept used in several disciplines but for environmental, health, and safety (EHS) related incidents, most organizations follow the same process when there is an unsafe incident or event. Incident management provides information about the cause of a problem and helps prevent incidents or events to occur in the workplace. The incident management process is activated right after the incident by the people directly involved including an EHS representative. An investigating team is assigned to track, report, investigate, and analyze the incidents which negatively impacts or could have negatively impacted the business operation, its workers, and physical assets. Incident management involves a few processes that can help prevent and minimize incidents from recurring. Whether it is a fatality, injury, illness, or a near miss, effective incident management can help employers understand what happened and why it happened. Management of these incidents is essential to facilitate the implementation of preventive measures. And whether you are using incident management software or not, organizations must have full visibility and enhance safety. What are the essential steps in managing workplace incidents? 1. Initial Notification The first step is to submit preliminary information about the incident to the management. This is usually performed by workers on-site where the incident occurs. The preliminary information includes: Location and site of the incident Date and time Equipment involved if any Person(s) involved with the incident and witness if any (employee, visitor, contractor) Incident type Description of the incident Consequences and outcomes of the incident (i.e. causes & impacts) Initial severity of the incident Immediate Corrective Actions if any who are the people to be notified (employee, visitor, contractor) pieces of evidence (i.e. photos or documents) If you are using an incident management system, notifications are triggered on a real-time basis. Once the incident report form is submitted, the information is immediately escalated to the concerned parties who then acknowledge the report and take necessary action. 2. Evaluation Upon receipt of the notification alert, the appropriate team or EHS executive or manager will then evaluate and review the facts and confirm: the actual severity of the incident classification of the incident immediate actions to be taken After evaluation, it is then determined if an investigation is necessary. Usually, an investigation is carried out for medium or high severity incidents. If an investigation is not required, the team can proceed to the root cause analysis. Using an incident management system, the evaluator can manage the incident reports from a dashboard view. The evaluator can assign the investigation to an Investigating team. Both parties can then collaborate on the shared documents and ensure that records and evidence are complete. 3. Investigation The investigation process involves collecting qualitative data and setting up an investigating team or investigator to: Gather information on applicable policies and training Identify the sequence of events Gather the documentation of the staff involved Interview with the witness and the injured party Collect more supporting evidence All information gathered before the investigation should be provided to the investigators. For serious incidents, measures are taken to prevent the disturbance of evidence so that the scene can be properly assessed. One of the benefits of having an incident management system is it greatly reduces the paperwork and enhances the information flow between the investigating team and the management. The incident management system can process large amounts of information and has a layer of security to protect sensitive information and personal records. 4. Root Cause Analysis In root cause analysis, it is necessary to examine the underlying factors in a chain of events that results in an incident. Organizations can use different methods such as Fishbone Diagram, 5-Whys, Bowtie Analysis, and Fault-tree analysis. The factors for root-cause analysis includes: Unsafe or unstable conditions such as environment, equipment, and maintenance Human factors such as unsafe acts, understanding the task being performed, and training After identifying the root cause, the outcome of the analysis will then reveal several faults contributing to the incident and potential latent failures. This step will then lead to the development of Corrective and Preventive Action Plans (CAPA). 5. Action Plan The main objective of the Action Plan is to perform corrective actions that correct the problem that caused the incident and do a preventive action plan to ensure that similar types of incidents do not happen again. Follow-up actions for the incident investigation report include: Response to the recommendations in the investigation report Develop corrective action plans that include lessons learned, training, disciplinary actions, and compliance with regulatory requirements Monitor implementation of the Action Plans until completion To keep the incident management team on track, every Action should have a timeline and be traceable with complete updates and evidence. An incident management system has an Action Plan that enables users to trigger an Action for specific work activity, set starting and end dates, assign Actions to responsible parties, and set automatic escalation alerts to notify Action owners when the due date is approaching. The users leverage on the Action Plan monitoring dashboard to have a full overview of the Action progress. The management then uses the status indicators to help them review, escalate, follow-up, and close the Actions when completed. 6. Final Review of Corrective Actions Effectiveness Before closing the incident report, organizations must perform additional checks to confirm the success and effectiveness of their corrective actions. Organizations can streamline the factors in each corrective action and calculate the new associated risk. They can also determine the exact cause of the incident and make changes that prevent them from happening. These steps will identify if further action is needed. Once the incident report is signed and approved by top management, the incident is officially closed. One of the benefits of using incident management software is the ability to escalate important events and distribute the information to different stakeholders in the company. With an automated system, it is easy to make a follow-up and be able to monitor the completion of each task. It is then easy for the top-level to review the summarized reports, view the indicators, and can easily understand the series of events before they sign for approval. Lessons learned beyond incidents The incident management process does not stop after the incident report is closed. Organizations must have full visibility of their EHS performance and be able to manage risk. Organizations can use the collected incident data to disseminate information across the organization for better decision making and enhanced EHS procedures. BlueKanGo Incident Management Software Solution BlueKanGo's incident management software is a reliable system that collects consistent incident reporting data. It uses a defined workflow that ensures correct information is captured for each process, including attachment of pieces of evidence (photographs and relevant documents), creating an Action Plan, and monitoring the progress in a dashboard view. The system is also designed to create real-time push notification alerts to remind recipients of their assigned tasks, review escalation reports, manage records, and approve requests. If you need more information about how ESC has helped other leading companies develop best practice incident and integrated EHS programs, please contact us. Learn more about BlueKanGo Quality and EHS Software Sign up for a free online presentation

COVID19 Management: Boosting business resiliency through Digital Innovation

About the webinar In this webinar, our Consultants discussed how digital tools can create business resilience in the face of crisis and how it is imperative to adopt digitalization to minimize physical contact and operate safely and efficiently. View the recording and gain insights on: COVID19 Implications on businesses The value of digital tools now First-hand best practices to help you strategize your digital transformation initiative Watch the webinar replay and see how your company can benefit. About the speaker Richard Sirrs is a business development lead for ESC and BlueKanGo with a background in environmental regulation. He's been helping companies in Europe and Asia develop management systems and leverage new technologies to support their compliance activities for over 10 years. Muhammad Nurhaslam is a Senior Consultant for ESC with 12 years of experience providing regulatory advice, onsite and offsite consulting, audits, analysis, and management system support. He is also experienced in Project Management and create new business opportunities for Environmental Health and Safety (EHS). Laiza Fidel is a business development specialist for ESC with a strong background in sales and marketing creating new business opportunities and product development. She specializes in implementing digital solutions to client partners and extends the global reach of BlueKanGo. WATCH THE REPLAY

What is Electronic Document Management System and Why organizations need it?

In any industry, information is one of the most valuable assets a business can have. Organizations use data and information to make better decisions and evaluate their products and markets. They also use documents for formal business transactions with internal and external stakeholders. However, these business documents can be costly and time-consuming to manage when using manual processes. Electronic Document Management (EDM) is a system used to record, track, and manage documents. EDM can consist of procedures, documents, policies, instructions, or technical datasheets. These documents are usually associated with a management system, whether quality, production, security, etc. Benefits of implementing an Electronic Document Management System Improved workflow A typical document workflow involves several people in different roles to move documents between internal departments and external stakeholders. It involves document creation, document review, approval process, and document delivery. Having a well-planned and efficient movement of documents can significantly speed up business processes and improve their quality. Easy Retrieval When there is no standard practice, employees can spend hours searching for documents that are misfiled or lost. One purpose of the document management system is to store documents properly and be able to retrieve files when necessary. An electronic document management system can conveniently pull up any records instantly using word search to index categories. Enhanced Security Paper-based systems can impose the risk of sensitive information leakage or document loss. If unauthorized persons have access to confidential documents, it may result in business or even legal damages. But with the use of EDM, you can control who access what documents. EDM also provides users with an audit trail to show when the document was created, accessed, and modified. Cost Reduction It is expensive to manage the sizeable volume of documents generated throughout the business. An electronic document management system provides long term benefits for cost reduction of physical storage space, paper, ink, folders, file cabinets, and filing staff. Document Version Control Paper-based systems are challenging because of the lack of document version control in the organization. There are times that we encounter working on a document only to find out that it is not the latest document. But with the EDM, it is easy to find out the document life-cycle and identify the current version. EDM can provide users with document history tracking or check different versions of the document. Regulatory Compliance Regulatory bodies often require companies to comply with different kinds of data and documents. With a structured EDM, companies document the necessary information and ensure its effectiveness. With the system in place, companies limit the risk of receiving remarks or non-conformity comments during an audit. Better Collaboration EDM improves collaborative writing and communication within the organization. It helps to enforce responsibility and accountability to different parties. Just like collaborators can add notes or sign electronically to documents. Approving parties are alerted whenever there are documents for review or need approval. And since documents are uploaded electronically, it is conveniently available anytime, anywhere. Automatic Filing and Archiving One advantage of an EDM versus paper-based systems is documents are captured and stored automatically in centralized document storage. These digital storage systems are capable of archiving documents up to a specified year or backup the files in case of disaster recovery. So what's our stake? Digitalization can increase productivity and improve the efficiency of every business process. EDM helps structure your organization's procedure, guidelines, policies, etc. Organizations that have put in place such systems can manage their document records efficiently. Thus, they make better business decisions and reduce costs. Learn more about BlueKanGo Quality and EHS Software Sign up for a free online presentation

WEBINAR: Post-Circuit Breaker Guidance for Safe Management in Singapore

About the webinar The latest COVID-19 advisory from the Ministry of Manpower Singapore requires businesses to implement Safe Management Measures at their workplaces. Businesses must ensure that operations can be restarted safely and risks posed by COVID-19 are minimized – they must also appoint a Safe Management Officer to conduct checks and keep records for government inspectors. In this webinar, the team will draw upon their significant knowledge and experience to explore the adjustments that businesses may need to make to implement a system of Safe Management Measures at their workplaces and explain how this could be the perfect time to invest in digital EHS management solutions. About the speaker Richard Sirrs is a business development lead for ESC and BlueKanGo with a background in environmental regulation. He's been helping companies in Europe and Asia develop management systems and leverage new technologies to support their compliance activities for over 10 years. Muhammad Nurhaslam is a Senior Consultant for ESC with 12 years of experience providing regulatory advice, onsite and offsite consulting, audits, analysis, and management system support. He is also experienced in Project Management and create new business opportunities for Environmental Health and Safety (EHS). Ashri Abdullah is an Environmental Health and Safety (EHS) Consultant for ESC with 18 years of experience providing regulatory advice, onsite and offsite consulting, audits, analysis, and management system support for Environmental Health and Safety (EHS). He is also experienced in emergency preparedness and training for Environmental Health and Safety (EHS). Watch the replay

WEBINAR: Improving operational safety and efficiency with e-Permit to Work System

About the webinar Permit To Work (PTW) is an important element of an effective health and safety management system. A formal authorization system is used in an organization to control selected work activities to ensure the safe execution of work on site. Traditionally, PTW systems were paper-based checklists, filled-out by pen, and taken by hand to the relevant personnel for signing off. However, the paper-based system has some drawbacks, including; lost time waiting for staff to sign-off, lost and damaged documents and little to no measures to prevent tampering of documents. In this webinar, we’ll discuss the benefits of implementing an e-PTW system and how a digitized system can increase functionality and better manage the planning, coordination, control, and visibility of all PTW activities across the workplace. About the speakers Richard Sirrs is a business development lead for ESC and BlueKanGo with a background in environmental regulation. He's been helping companies in Europe and Asia develop management systems and leverage new technologies to support their compliance activities for over 10 years. Laiza Fidel is a business development specialist for ESC with a strong background in sales and marketing creating new business opportunities and product development. She specializes in implementing digital solutions to client partners and extends the global reach of BlueKanGo. Ashri Abdullah is an Environmental Health and Safety (EHS) Consultant for ESC with 18 years of experience providing regulatory advice, onsite and offsite consulting, audits, analysis, and management system support for Environmental Health and Safety (EHS). He is also experienced in emergency preparedness and training for Environmental Health and Safety (EHS). Watch the replay

Save time and resources with Remote Audits

BlueKanGo launches a new feature to perform audits and inspections remotely. BlueKanGo integrates a solution of Visio-expertise on its platform to allow companies to remotely perform audits or inspections and thus limit employee travel. What is a remote audit? A remote audit is the same as an on-site audit, only the auditor engages the auditee using technological devices or solutions. A remote audit allows the auditor to perform audit documentation, review records, touring your premises, interview employees, and present the findings using a range of technology platforms including phone and video conferencing, webcams, smartphones, and smart glasses are utilized. Remote auditing is also one of the audit methods described in ISO 19011:2018 to provide flexibility in achieving audit objectives. How does BlueKanGo remote audit work? Remote audit leverage from technology such as video teleconferencing, web-based or cloud-based auditing platforms to facilitate audit, inspections, or assessment. The process will likely go as follows: Remote auditing also enables you to connect to various mobile devices available in the market such as drones, removable HD cameras, security helmets, or smart glasses. Benefits of remote audit Saves time and resources Reduces employee travel time to difficult locations or isolated areas Accessible anytime and anywhere Identify and mitigate risk in real-time Easy collaboration from planning, scheduling, actual audit, and post-audit review Remote access to documentation of the management system and its processes How ESC can help with audits? ESC leverage technology and offers a range of solutions that mitigate risk and liability. We develop and implement EHS programs designed to meet or exceed our client’s requirements. Our remote audit delivery approach depends on your audit scheme requirements. ESC has a team of consultants to help clients meet technical developments and requirements to perform internal audits, site walk-through, and safety audits. Please contact us for more details. Contact Us For more information, demonstration request, or to request a quote please drop us a message

BlueKanGo software bridges the communication gap between workshop and management teams

Hamworthy Pumps Singapore implements ESC’s BlueKanGo Hazard Identification and Incident Reporting platform across its sites in Singapore and the U.K. Hamworthy Pumps will install the óff the shelf’ platform to ensure that any hazards and incidents in their workshops are promptly and efficiently dealt with. Shop-floor staff absolutely love BlueKanGo's real-time notifications and trigger functions – they can use their devices to report any incidents and even escalate straight to the top management. BlueKanGo software bridges the communication gap between workshop and management teams and takes away the pain of paper-based systems facilitating a faster and more targeted response to potentially unsafe situations, in the click of a button. Learn more about BlueKanGo Quality and EHS Software Sign up for a free online presentation

More Singapore-based companies are taking their QEHS online with BlueKanGo

Oil & Gas - Banyan Caverns Storage Services (BCSS) implements ESC’s BlueKanGo e-Permit to Work System. Banyan Caverns operates a 180,000 m3 underground crude oil storage facility, 130 metres below Singapore’s Jurong Island. BlueKanGo electronic Permit to Work (e-PTW) system is ready to go live in as little as 4 weeks, and is providing a wealth of benefits for BCSS, including a 50% reduction in administrative hours over and above a paper-based system. In an industry where safety is key, the e-PTW platform provides management with greater visibility on active permits, enhanced control and monitoring of sub-contractor’s work practices and an increased confidence in the consistency and accuracy of the information contained within each permit, creating a safer working environment for all! Learn more about BlueKanGo Quality and EHS Software Sign up for a free online presentation

How to drive business continuity when working from home

With the COVID-19 outbreak, we have seen stricter social distancing enforcement in communities around the globe while companies are implementing work from home arrangement strategy. Many employers are left with little option but to let employees work from their self-quarantined homes and with that we say, the work must go on. Here, we highlight some useful tips and best practices on how you can work effectively from home and maintain productivity, increase business output, and prevent miscommunication. Establish a routine Wake up and start work at the same time each day and designate an area for work with minimal distraction. It can be an area that is seldom used or an independent space to help you get going and stay focused. Block your calendar Maintain a task-based work structure during the work-day period, you can use online calendars to block out your daily work and set times to task. This way, you can be more productive and it will enable you to be more efficient by finishing tasks on time. Designate a remote work buddy Employers can assign a team leader or remote work buddy within the workgroup to check the team’s progress and ensure the work delivered is within the timeline. If there are expected delays in your work delivery, communicate it with your team leader and see options on how to achieve the goal. Leaders can help evaluate objectives and determine the best strategy. Use virtual collaboration tools In this digital era, there are plenty of online tools available to choose from when working remotely. Some commonly used digital tools are Microsoft Teams, Zoom, GoToMeeting, Google Meet, Slack, etc. Check with your administrator for the best and secure options that work for you and your team and use these tools to collaborate on work activities. Maintain a level of communication Have an open line communication that will maintain business continuity. Use digital technologies to stay connected and schedule a weekly team call dedicated to sharing client updates, checking on work progress, or enlighten your work spirit by simply checking on each other. Make clients a top priority Lastly, without our clients, there will be no business so don’t forget to communicate with your them. Give clients optimum customer experience and assure that they are on top of your mind even in this challenging period. In the midst of the Covid-19 pandemic, companies can measure success during this period and consider different approach to drive employee and client engagement. While most of us will be working and staying at home for a definite period, we can look at the bright side and use this chance to focus on meeting goals and develop new skills. Learn more about BlueKanGo Quality and EHS Software Sign up for a free online presentation

What You Need to Know About the Disease Outbreak Risk System Condition (DORSCON) Alert Levels

When there is an outbreak resulting in the spread of an infectious disease worldwide, Singapore puts in place prevention and response plans. The ‘Disease Outbreak Response System Condition' (DORSCON) is a color-coded framework that shows you the current disease situation. There are 4 statuses – Green, Yellow, Orange and Red, depending on the severity and spread of the disease. For each status, it details the impact on the community, such as the measures to be taken in daily life (e.g. temperature screening, border measures), and advice to the public (e.g to look out for travel advisories). The colors describe the current disease outbreak situation and what needs to be done. Source: Singapore Government and Ministry of Health Singapore.

Improved productivity at Boskalis Penta Ocean JV Construction Site

In 2018, ESC was awarded with BlueKanGo QEHS software at Boskalis-Penta Ocean JV (BPJV) Pulau Tekong project. ESC and BlueKanGo developed a customized solution that includes e-Permit to Work, Safety Hazard Observation Card, HSE Inspection, Incident Management Reporting, and adopting the BPJV workflow into our digital platform. Having a paperless system greatly reduces the time spent on permit approval and chasing for signatures. The system also helped Project Managers to monitor sub-contractors performance, reduce risk on site, and have a full visibility of the project. Since the software implementation last May, BPJV have proven that going digital improved their productivity and efficiency. “As the group HSSE Manager, I can login to the BKG system and there on the main dashboard I can get a big picture overview of the PTW system and review real-time statistics relating to safety hazard observation cards and site safety inspections at the Tekong Polder Project. Over the life of the project, a range of useful data is captured within BKG and from this we can identify trends and patterns, we can use these to take actions to improve health and safety at the site and across the group as a whole.” Learn more about BlueKanGo Quality and EHS Software Sign up for a free online presentation

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