Health and safety managementCardinus Risk Management explain why safety

comes first with JobWatch powered by BigChange

Contents 3 Introduction

4 How it works

5 Benefits

6 Improving behaviour and communication

6 A system that greatly enhances safety management

7 Examples

9 JobWatch health and safety features

10 How Cardinus can help

Cardinus Risk Management Limited4th Floor

3 East Grinstead HouseWood Street

East GrinsteadWest SussexRH19 1UZ

Tel: 020 7469 0200

Email: info@cardinus.comWeb: www.cardinus.com

JobWatchpowered by: BigChangeBigChange Apps LimitedLeeds Innovation Centre

103 Clarendon RoadLeeds

LS2 9DF

Tel: +44 (0)113 384 5777

Email: info@bigchangeapps.comWeb: www.bigchangeapps.com

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The healthier perception is that jobs are carried out safely and efficiently through the integration of good practice and compliance in to all of the organisation’s systems. It is vital to have a robust safety management system in place that provides good evidentiary support, and to ensure that employees embrace a positive safety culture while following safety policies and procedures.

It has long been problematic for organisations to provide an up-to-date system for employees that adequately addresses all risks and allows them to record any changes, communication, briefings or incidents. It has also been difficult to evidence that a risk assessment has been viewed and, where necessary, amended to address the related issues. However, such tasks are essential, not least because any changes in a job’s circumstances (such as weather, road conditions or access) must be taken into consideration.

These issues are now no longer a problem thanks to a new generation of digital process management and monitoring systems, enabling the seamless integration of health and safety processes into the running of businesses. By building our safety procedures into these systems and harnessing their monitoring power, feedback and communication features, we can be confident that we are always working as safely as possible.

One such system is JobWatch powered by BigChange, a unique and complete package facilitating the planning, scheduling and management of mobile workforces. JobWatch replaces manual planning and paperwork, providing businesses with an intuitive and easy way to keep the office and mobile teams in total synchronisation. Office-based teams access JobWatch from any web browser, while mobile workers can instantly view everything they need using the BigChange mobile computer or app. In order to maintain safety, drivers cannot operate the computer while their vehicle is in motion.

JobWatch was created with safety and duty of care very much in mind, embedding health and safety into the activities it monitors and reports upon. It provides organisations and their management with evidence of their efficient health and safety management by identifying risks, providing effective controls (which are then communicated and monitored), and ensuring that any issues are dealt with.

IntroductionManaging health and safety is a serious business. There is often however a tendency to create separation between such an important subject and a company’s core organisation; health and safety roles, departments and policies are regularly quite divorced from the organisation’s central business or services.

This isolated treatment has generated widespread negativity in attitudes toward health and safety professionals and initiatives. Too often the claim is made that the job gets done despite the efforts of health and safety.

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How it works

Some of the documents that can be uploaded to JobWatch and accessed by employees include cable plans, risk assessments, work instructions, safety briefings, work permits, COSHH assessments and step-by-step job guides. Employees can access specific safety documents, complete inspections and deliver or receive safety briefings from any JobWatch computer, and the system enables them to evidence that they have done so.

If a risk assessment has been drawn up for a task, all employees involved will use the JobWatch system to confirm that they have read and understood it, ensuring that the workplace is safe and all necessary controls are in place. Risk assessments can also be altered and re-briefed by team members, and the system records the exact time that documents are viewed and comments are made. This is integral to the general briefing of the task, not separate to it, and provides safety training and communication while sharing responsibility for safety with all employees.

Prior to the start of any job or project, relevant information such as the plan, schedule, work permits and schematics are uploaded to the JobWatch system, along with health and safety information. Some health and safety documents will be standard and applied to a wide range of activities, whereas others will be unique to the project, drawn up specifically for the task by the team leader.

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Benefits

It can also have a positive impact on a company’s insurance claims profile. JobWatch computers have an inbuilt camera, which promotes claim defensibility by allowing photos to be attached to job cards. An engineering team working with underground cables, for example, could attach photos of any cables that are identified as not contained on drawings provided by the owner, shallow cables or cables in concrete. JobWatch can also be used to provide a trend analysis of accidents, damages, inspections, non-conformances and briefings, helping to show continual improvement.

The system also allows you to maintain up-to-date vehicle records (including trailers, plant equipment or other assets), detailing planned and unplanned services, defects, and dates of maintenance activities such as MOTs. If any maintenance dates are exceeded, JobWatch produces alerts.

JobWatch records evidence of a proactive safety management system and servicing policy, helping to improve health and safety standards and to protect both employees and the organisation itself. The comprehensive alerting system protects drivers by confirming time and attendance, and monitoring lone workers during unsociable hours.

JobWatch also enables the recording and signing of daily employees briefings. In addition to this, safety messages (such as information regarding an accident elsewhere in the organisation and the resulting updated safety instructions) can be sent immediately to both office and mobile workers.

These can be set up to record the time and date at which the messages were read and signed. The flexible system provides a library of documents and assessments which can be altered to make them specific to the organisation, the work being undertaken and the risks being addressed. It even allows bespoke inspections to be developed and instantly uploaded for employees to follow or complete. All activity can be logged, tracked and reviewed.

JobWatch has enormous health and safety benefits. It gives employees the responsibility of evidencing that they have read relevant safety information, and enables them to report on the work that they have carried out in the field (along with any issues encountered) quickly and efficiently.

JobWatch’s proactive monitoring system allows specific inspections to be completed and non-conformances to be raised and resolved. The system thereby maintains good progress, as workflow is mandated to ensure that checks, inspections, work and driving are all carried out in the correct order.

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Improving behaviour and communicationJobWatch helps organisations track and improve employee activity. If an incident occurs that requires a change in procedures, real-time alerts can be sent to all employees. These can even be set to require all relevant employees to acknowledge receipt.

Driving behaviour is also recorded and analysed, which can be used to proactively engage employees and to improve the quality and safety of driving by highlighting areas for improvement. Road speed data is specific to vehicle type to ensure safety and legality, and the JobWatch scheduler reduces the temptation for drivers to speed by minimising the chance that vehicles will be running late.

JobWatch also allows drivers to record incidents and near misses, so that the appropriate parties are immediately informed and can, where required, take swift action. Photographic evidence is logged with a time and date, providing clear information for any potential claims.

A System that greatly enhances safety managementThe JobWatch system will greatly enhance any organisation’s safety management, providing ready access to documentation, regular updates and instant communication between work teams.

One of the greatest risks in any workplace is how instructions and requirements relating to safety procedures and risk assessments are communicated to employees. Organisations must adequately review and correct any issues, and communicate updates after accidents or changes in procedures. They must also have a reliable way of recording evidence that these health and safety procedures are being followed, and that such monitoring is taking place. JobWatch provides a simple and comprehensive solution to all such health and safety considerations, enabling the management of safety as well as promoting a positive employee attitude towards the subject. The system involves all employees (and sub-contractors) in reviewing and acknowledging safety, as well as in making decisions where necessary.

With new Corporate Manslaughter and sentencing guidelines in place, it is essential that you can evidence that employees are following all safety procedures. This is immensely difficult to ensure, and it is easy to prosecute after an accident if it can be proven that employees have not followed safety procedures. JobWatch records this evidence by requiring employees to view necessary procedures, acknowledge that they have understood them, and complete safety inspections.

We would strongly recommend this system for all work places. It is both easy-to-use and thorough, and helps to protect employees and managers. JobWatch reduces the risk of workplace accidents and the potential of costly insurance claims, giving your company piece of mind that every effort is being made to maintain safety.

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Digging gang-laying cable

On arrival the team photograph the area of work, identifying any initial issues to help prevent any future claims, such as alleged damage to property; an already damaged wall beside an area of excavation, for example, can be easily detailed with a time and date stamp and sent to the project file, disproving any potential claims.

The team leader then accesses the project safety plan, including copies of the cable plans, site risk assessment and project induction briefing, allowing them to relay any necessary information and images to the team. Any required changes to the risk assessment can be recorded (along with the time and date of the changes), making the assessment specific to the job and evidencing a proactive approach to health and safety.

All team members then sign to confirm that they have received the induction briefing and have viewed any other job instructions or safety guidance. The system automatically records the time and date at which the documents were viewed. The team leader can even photograph the fact that all employees have received and are wearing all necessary PPE, and that signs and barriers have been placed correctly.

A job or site-specific pre-start inspection is then completed, taking into account both technical and safety considerations, and including a conditional set of questions that must be completed before the work begins.

Further inspections are carried out at specific points during the excavation, which are recorded by JobWatch and added to the job file with time and date stamps. Any issues identified can be logged along with any required corrective action, providing further evidence of proactive health and safety management.

Any accidents or damages that occur during the job can be photographed and detailed with a time and date stamp. This allows the safety department to view evidence of incidents quickly and decide upon any necessary action or advice. If the digging team damage any

shallow cables that are not on the cable plans, photographs can be taken of the cable depth, which can be compared with the plans on the system.

Building maintenance - plumbing

At the start of the day, the plumber logs on to JobWatch and is prompted to complete their time sheet and pre-use vehicle checks.

On arrival at site, the plumber views specific job instructions and safety guidance. The system automatically records the time and date the documents are viewed.

Photographs can be taken of the problem and area of work to help prevent or refute any potential claims from residents for alleged damage to the property, such as water damage or broken fixtures and fittings.

A pre-start inspection specific to the job is then completed, detailing the nature of the problem, any hazards or safety risks at the property, and any corrective actions required.

A further inspection is recorded when the job is completed. Any issues identified can be logged with any remedial action taken and parts used.

In summary, JobWatch powered by BigChange includes:

• A constantly updated library of documents, including health and safety files

• The ability to amend documents to make them appropriate to the job or site

• An efficient way to communicate information to employees and sub-contractors

• A log of recorded briefings and inductions, noting the time and date of employee signatures

• Access to safety or technical inspections, which must be completed before work commences

• An instant reporting system, allowing problems to be quickly relayed to relevant parties

Examples

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• Evidence of a proactive safety management system, helping to improve the general safety culture of any organisation and avoid costly insurance claims. Photographs can be saved to project files, and the communication of incidents is recorded

• A choice of language settings, making the system accessible for non-English speaking employees

Road Transport - Delivery

At the start of the day, the driver logs on to JobWatch and is prompted to complete his time sheet and pre-use vehicle checks. These checks for vehicle roadworthiness and security of the load are automatically recorded and stored in accordance with Driver and Vehicle Standards Agency requirements. Any defects can be recorded along with time and date-stamped photographs.

Appropriate risk assessments and safety plans are included in the job information, as well as any documentation required for dangerous goods. Any required inspections are completed

and recorded on JobWatch, and photographs are taken before a journey is undertaken.

Any defects are immediately reported to the appropriate parties through the system, allowing quick and efficient resolution. JobWatch furthermore integrates with fleet MOT and servicing compliance to prove that the highest levels of care are taken.

When the journey begins, driving behaviour is monitored and recorded. Alerts can be sent to the back office if dangerous driving incidents occur, ensuring that the driver is safe and well-monitored at all times. The satellite navigation (car, van or truck) built into JobWatch alerts the driver about road speeds, narrow roads and low bridges, avoiding route problems.

Upon arrival at the collection or delivery location, a load-specific safety plan is available and a health and safety checklist is completed with a time and date stamp. JobWatch can also record POD signature capture, as well as evidentiary photos.

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JobWatch Back Office

• Working Time – Tachograph status reported • Vehicle / Asset Checks• Driver Behaviour Reporting• Skills with time limit• Site safe access hours• Flagged site notes – e.g. Beware of the dogs • Order H & S workflow to complete when required• Workflows – Tasks and Inspections ordered with mandatory questions and statements• Scheduling Assistant – Improves planning allows sufficient driving time between jobs• Managers sign facility off documents • Alerts – (by email, text, web) Excessive driving, Breaking EU driving hours, Worksheet answers at risk, report

defects, Late finish of a job, Completed with issues, Excessive working hours, Speeding, Maintenance activity

JobWatch Mobile App

• Time Sheet • Driver Checks – Vehicle, Trailer & Equipment• Driver Safety Score• Jobs – Workflow forcing safe practice• Library – Store H & S documents

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JobWatch health and safety features

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How Cardinus can help

Safety Management Systems

The development of a robust, documented safety management system is vital for your organisation. Whilst following a similar format to HSE’s HSG47 ‘Successful health and safety management’ or OHSAS18001, your safety management system needs to be specific to your organisation.

Cardinus are experts in developing safety management systems based on prioritising risk. By working this way your organisation can develop a specific safety management development programme which addresses the key risks in a prioritised and programmed way. This enables your resources to be used more effectively.

As part of the safety management system Cardinus consultants can also use the BigChange programme as an integral part of the system; developing specific monitoring questionnaires that help effectively manage and monitor your health and safety performance. This can be used to help link performance with the safety management programme, providing evidence to enforcement bodies, and indeed clients, that you are managing health and safety in a pro-active manner.

Fleet Risk Management

Cardinus can assist with the implementation of an entire programme, from set-up communications through to the day-to-day management of training. Cardinus uses bespoke software and its wealth of experience to provide a fully managed programme.

Programmes can be tailored for companies of all sizes from the average fleet size of 20 vehicles to fleets of hundreds of vehicles.

In addition to the training and services we can provide Cardinus also offers a range of free resources available on request.

Line Manager Handbook

To ensure that your company driving-at-work risks are properly assessed and documented, and relevant procedures are put in place, both the management team and the employees need a driving-at-work policy to refer and adhere to.

Cardinus has produced a Line Manager’s Handbook that runs alongside the standard Safe Driving at Work Manual to ensure safety measures are documented and can be referred to practically and evidenced when required. The Line Manager handbook is available free on request.

The Line Manager Handbook gives guidance to what is expected of the employee and sets out how the manager must implement the advice.

Guidance is provided to employees and line managers, allowing the company to demonstrate that they have acted diligently by taking all reasonable steps to equip all the employees on how to stay safe and to keep others safe.

If this white paper has helped to demonstrate to you and your organisation how effective risk management can protect your people and your business, Cardinus Risk Management can help you make it happen.

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The Fleet Audit will

• Guide you through current legislation and legal requirements

• Assess and identify gaps in your existing work related road safety policy and processes

• Provide a detailed fleet risk report• Make recommendations to improve

management control over your fleet operation

The audit will take no more than 10 minutes to complete and the free report will be emailed to you immediately after completion, providing you with all the information and guidance you need to meet current legislation requirements.

Fleet Manager Resource Pack

The Fleet Manager Resource Pack is full of information to help your employees that drive on business to drive more safely.

The Fleet Manager Resource Pack is split into two sections. The first is designed to help the fleet manager; it considers areas of legislation that directly affects your organisation and provides sensible solutions to these obligations.

The second section of the Fleet Manager Resource Pack provides you with a range of engaging messages and content you can use to promote safer driving to your employees. These tools include fact sheets and templates. It’s a great way to create a positive and visibly safer driving culture.

For further details of any of the Cardinus range of products and services, or to request a link to the free Fleet Audit, a copy of the Line Manger Handbook or the Fleet Manager Resource Pack call 020 7469 0200 or email info@cardinus.com.

Fleet Audit

If you want to assess the suitability and effectiveness of your current fleet risk management programme, Cardinus is providing free access to our online Fleet Audit.

The online Fleet Audit is designed to provide guidance to managers responsible for the health and safety of employees who drive on company business. It will highlight areas where action may be needed to meet the requirements of current road traffic and health and safety legislation.

Cardinus Risk Management Limited4th Floor

3 East Grinstead HouseWood Street

East GrinsteadWest SussexRH19 1UZ

Tel: 0207 469 0200

Email: info@cardinus.comWeb: www.cardinus.com

JobWatchpowered by: BigChangeBigChange Apps LimitedLeeds Innovation Centre

103 Clarendon RoadLeeds

LS2 9DF

Tel: +44 (0)113 384 5777

Email: info@bigchangeapps.comWeb: www.bigchangeapps.com

SP205 - Part 1