Page 30 - OHS, January/February 2022

OIL & GAS
Six Steps to Digitizing Your Oil and Gas Safety Program
One of the main reasons software implementations fail is because the scale of the project was too much from the outset.
BY DEREN BOYD
Oil and gas extraction sites can be transient, accounting for constant changes in environments and people working on tasks that pose a high risk to worker safety. With crews and job sites in flux and safety risks high, making
the transition out of clipboards, papers, spreadsheets and even emails, might seem daunting, time-consuming and just as risky as continuing to stay with your paper-based system. The question is, “How can we make the switch to digital EHS software smooth?” Here are some general and easy guidelines for a smooth transition.
Step 1: Collect the Data You’re Recording
Not sure where everything is? You’re not alone. Take some time to think about what kind of data your safety program typically collects. Where are the places that information might live? It’s time to start a bit of a treasure hunt.
On top of the “usual suspects,” like incident reporting forms, consider if there are departments that use a form for a particular task or program, like lockout/tagout. Enlist the help of people from those departments to confirm what they are using and how they collect, store and share that information.
Step 2: Breakdown Your Plan
One of the main reasons software implementation fails is because the scale of the project was too much from the outset. Be realistic when you set your goals. Consider using the SMART method, meaning identify specific, measurable, actionable, reasonable and timely goals. You will also want to start small. Which goals are reasonable for achieving in the next 30, 60 and 90 days? Organizing your goals into smaller, more manageable tasks will keep the project from feeling overwhelming and lead you to better success, implementation and buy-in.
Step 3: Identify Your Priorities
When you’re collecting forms that need to transition into digital software, prioritize which ones you’ll need to tackle first. You may want to start with your incident report before moving on to behavior-based safety reporting (near misses and observation reports) or equipment inspection checklists. You’ll need to determine how to collect additional data and get input on corrective and preventative actions.
As you get started, consider who will be responsible for:
■ Coordinating with operations, subcontractors or vendors
■ Collecting all the different checklists
■ Ensuring every user can successfully log in
■ All the information getting entered into the system
■ Setting up and managing training for EHS software
■ Translating the paper and spreadsheet-related checklists
into online audits and inspections or online tools for accident and incident management
Outlining tasks like these and documenting everything in writing for everyone involved will start a solid project plan that will maintain transparency and accountability.
Step 4: Find Executive Sponsorship
Executive sponsorship doesn’t have to mean enlisting the president, owner or a corporate vice president to get involved or sign off on your project plan. It really means finding someone from upper-level management who’s willing to show up at meetings, help remove any bottlenecks and exhibit leadership and ownership over the entire process. Consider if your executive sponsor should be someone who isn’t directly part of environmental health and safety—someone like the head of operations, chief finance officer or maybe even the CEO can send a message that you have buy-in from the top.
Step 5: Stay Focused, but be Realistic
Safety is everyone’s responsibility, not just the EHS team, so it will help everyone be committed to transitioning the organization into digital EHS data management. While someone will be ultimately responsible for the overall safety program, positive safety outcomes are only possible when the entire organization is committed to its success.
Talk with other departmental leadership, work with your executive sponsor to help carry the message and tasks throughout the organization. Sometimes there can be a misconception that safety takes too much time and brings down the team. Figure out how to break down that idea and focus on how safety establishes better and more transparent processes that help ensure everyone is safely performing their duties. Maybe the most critical selling point to emphasize with your workforce is examples of how EHS software can easily collect, store, and look up information.
26 Occupational Health & Safety | JANUARY/FEBRUARY 2022
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