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Improved communication— Improved safety

This Fortune 100 oil and gas company is a leading service provider to the energy industry. They face significant safety challenges when transporting large tools and equipment to job sites. These safety challenges must be communicated to the crew at the start of each job, but even that communication faced challenges: hardcopy forms were often illegible, lost, or missing critical information; field crews were largely inexperienced in using computers; and those with computer experience found that Internet connections on job sites could be problematic. Recognizing the need to have a non-paper, non-Internet mode of safety communication designed for them, the company requested the assistance of TarrenPoint in creating a tool for improved communication and reduced chances of safety incidents. This tool needed to provide safety information that was complete, easy to use, and accessible off of the network, and it needed to serve as an accurate record for safety audits.

Business Challenges

The company had some ideas for their dream Job Safety Analysis (JSA) form, but they didn’t know how to get from hardcopy forms with handwritten, grease-stained scribbles to a fully functioning offline form that was intuitive enough to alert field crews to potential safety hazards. The hardcopy version of the form was created more than a decade ago and had some significant process gaps. For example, safety managers usually handwrote the safety steps for each job (for example, “Load tool onto truck,” “Strap tool down,” and so on), but they weren’t always complete in listing the specific safety hazards for each step (for example, “Watch for falling objects,” “Beware of pinch points,” and so on). That gap between what the safety manager remembered to write down and what needed to be communicated to field crews was causing dangerous safety incidents. Field crews were getting hurt, and there was often no record that they were apprised of the specific hazard before beginning the job. Completed safety forms were often found crumpled and stained to illegibility on the floor boards of work trucks, rather than properly reviewed and filed.

The TarrenPoint Answer

With the safety of field crews currently at risk, TarrenPoint got to work immediately. Skilled designers interviewed the company’s safety managers to get a complete listing of all field tasks and their safety hazards and related mitigation efforts, and then categorized them into blocks for specific services rendered in a variety of jobsite scenarios. With all the puzzle pieces in hand, it was time to start assembling the big picture.

Rising to the challenge, TarrenPoint began designing a fully customizable field safety communication instrument to cover all eventualities, which would also result in flawless recordkeeping for the company. The resulting concept was a smart form that would autofill step-by-step tasks, hazards, and recommendations for a wide range of job options. The completed file could be saved and printed.

“The implementation

went off without a

hitch, the teams love

the ease of using

the new JSA form,

and compliance has

increased significantly.”

-- Carolyn T. Health, Safety, Service, Quality, Communications, and Employee Engagement

Safety first: improved risk management eliminates incidents

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About TarrenPointSince 1994, TarrenPoint has partnered with our clients to deliver the highest quality business and technical documentation, corporate communications, multimedia productions, and e-learning solutions using our proprietary REP MethodologySM (Rapid, Efficient, and Proven). Our REP Methodology streamlines processes, condenses development timelines, ensures the highest quality deliverables, and delivers enhanced customer experiences, all at a substantial cost savings.

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Based on that concept, TarrenPoint’s programmers created a customized application that presents as a fillable form with dropdown menus of options that, once chosen, automatically populate the main sections of the form with the relevant safety information for that jobsite from a comprehensive data file. This is a stand-alone application and supports files that load onto a field laptop, requiring no Internet access to operate. The onsite safety manager creates the form on his field laptop, fills in the required customer information, saves the form, reads the form content to the field crew in a safety briefing, and prints the form for filing at the office. Easy. Localized. Complete.

To keep costs low, the goal was to use existing equipment and the company’s own IT support personnel for installation. To that end, TarrenPoint provided an installer package with a very small footprint and unlimited redeployment options which required no prerequisite experience or existing software. Once loaded, the executable file installs the application and presents a blank form for customization. The company’s unique branding standards were incorporated into the form so that no one would ever guess it wasn’t one of their own internal documents.

Since client- and site-specific information was being used, security was nearly as big a concern as safety. Due to its stand-alone design, the information security risk is very low. The application does not use an Internet connection, and it doesn’t connect to anything but a printer, so access control is not an issue.

The TarrenPoint Answer

The company’s decision to outsource the creation of a custom JSA tool to TarrenPoint resulted in a significant return on investment. Some key benefits included:

• Streamlined process for communicating safety hazards, warnings, and mitigation measures to be taken

• Reduced safety-related incidents

• Decreased ramp-up time

• Decreased effort for communicating safety hazards and mitigations to crew

• Eliminated missed communication opportunities due to omission

• Enhanced, consistent documentation quality

• Minimum impact on day-to-day operations

• All of the benefits and services of a full-scale, in-house design team without the overhead costs and management challenges

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