Transforming Safety Management with a Digital Workflow Solution

Client overview‍

Survey Services is a multidisciplinary team of over 120 field-based staff operating across metropolitan Sydney and five regional centres in New South Wales. With their expertise in surveying operations, the team often works in high-risk and remote environments, requiring meticulous attention to safety and compliance procedures.

The challenge‍

Survey Services faced a series of challenges due to their reliance on a fragmented, paper-based Work Health and Safety (WHS) system. This system was outdated and inefficient, creating bottlenecks in daily operations and compliance management. Key issues included:

• Non-compliance risks: Safe Work Method Statements (SWMS) were generic and not site-specific, often stored in vehicles and rarely updated.
• Inefficient processes: Preparing, reviewing, and approving risk assessments was a cumbersome, manual task that consumed significant time.
• Limited hazard tracking: Emerging risks were not documented in real time, limiting proactive management.
• Data retrieval challenges: Audits and compliance checks required manual searches through paper records and spreadsheets, delaying response times.
• Lack of data analytics: The existing system did not provide actionable insights or metrics to support safety decision-making.

These challenges underscored the need for a modern, digital solution that could centralise and streamline safety processes while improving compliance and worker safety.

The solution‍

finao collaborated with Survey Services to design and implement a tailored digital application on the prime platform. This innovative solution addressed all critical pain points while introducing advanced features for efficiency and safety. Key functionalities included:

• Real-time, spatially-enabled workflows: The platform allowed teams to create and manage site-specific SWMS with geo-referenced data and predefined risk controls.
• Automated compliance tracking: The system included a critical licensing database to verify certifications and qualifications in real time.
• Streamlined data entry: Dropdown menus and pre-filled fields simplified the process of recording project details and hazard assessments.
• Digital approval process: Risk assessments and SWMS could be submitted and approved digitally, drastically reducing processing times.
• Data analytics and reporting: The application provided actionable insights through dashboards and metrics, enabling managers to identify trends and make data-driven decisions.

Implementation highlights‍

Survey Services and finao worked closely to ensure a seamless transition to the digital platform. Key milestones included:

• Collaborative development: Internal stakeholders participated in the design process, ensuring the solution met their specific operational needs.
• Optimised resource use: Existing web-enabled devices and MS Power BI applications were leveraged to reduce additional costs.
• Training and engagement: Comprehensive training sessions ensured user adoption and a smooth rollout.

The results‍

The implementation of the digital safety workflow solution transformed Survey Services' operations:

• Time savings: The new system reduced the time required for risk assessments and SWMS preparation by 50-75%, allowing field teams to focus on core tasks.
• Enhanced compliance: Real-time tracking and digital records streamlined audits and compliance checks.
• Improved safety outcomes: Consistent and transparent processes increased worker engagement and adherence to safety protocols.
• Actionable insights: Data analytics enabled managers to identify recurring issues and implement preventive measures proactively.

Value delivered‍

This project exemplified the potential of digital transformation in safety management. By addressing operational inefficiencies and compliance risks, the solution not only enhanced worker safety but also delivered measurable efficiency gains. Survey Services now has a scalable model for digitising other systems, ensuring long-term benefits across the organisation.

Client testimonial

"The work safety platform developed by finao for the Transport for NSW Survey team has been successfully implemented with excellent feedback received from users in the field and senior management."

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