Automating safety inspections using handheld devices

Over the past few years, automation has proved to be an important tool in the management of safety inspections and enables effective identification of major OHS risks.

In the past, many automation solutions offered ‘paper-based’ software, which produced paper work orders to perform field inspection. Once paper forms were returned to the office, they would be ‘manually’ entered and integrated with the software product. The same concept applied to web-based solutions, which required paper work orders and computers to enter the data back onto the system.

In recent years, the role of handheld devices and PDAs (personal digital assistants) has gradually increased from ‘toys’ used by early adopters to day-to-day tools deployed by organisations that want to improve their staff’s productivity and minimise unnecessary administrative tasks.

Most handheld devices operate on the Pocket PC (Microsoft) operating system and can handle safety inspections and software.

Handheld devices should provide information that already exists on paper forms or on the desktop, and at the same time improve one’s ability to access and use the data. For example, if a user fills out a monthly inspection report providing specific information, the handheld device should fulfil the same function.

A handheld user can pick from a list of possible choices and/or write or type in information, according to the organisation’s requirements and preferences. Handheld devices make current, past and future information accessible and simple to use. Handheld software should also be tailored towards OHS personnel who need to perform their tasks using easy-to-use screens and functions. Furthermore, by simplifying navigation buttons and minimising keystrokes, inspectors can learn to operate their PDA software in a very short timeframe.

Handheld applications specifically designed for safety inspections should deliver the following functionalities:

• List all information required by inspectors to perform their tasks, including task list, activities, instructions, etc.
• Provide easy-to-use navigation, search capabilities and quick access to information.
• Allow inspectors to enter as much information as needed.
• Automatically track labour and apply it to timesheets (if applicable).
• Enable inspectors to record recommendations.
• Produce reports or invoices as required using portable printers.

Handheld devices can include validations that allow or disallow data entry. They can also provide the user with historical information pertaining to previous inspection report. Applications should also be designed to minimise the amount of data entry and keystrokes required by incorporating a variety of techniques, starting from pick lists, through check boxes, to look-up lists and automatically generated results and short cuts.

Minimising the amount of data entry that the end user has to perform is recommended to improve speed, accuracy, efficiency, ease of use and cost.

Finally, handheld software should be able to run on multiple hardware platforms, providing flexibility and utilisation of future technology without avoidable and costly software upgrades.

To maximise use and return on investment, handheld applications should not be standalone. They should be designed from the outset to collect information, display and manipulate information and transfer information to and from a desktop or server database and back to the handheld seamlessly. The desktop/server application should provide a variety of operational and management functions including scheduling, tracking, management functions and reports, and analysis tools.

The means of data transfer between handheld devices and the database can be through a standard cradle, wired modem, infrared, Bluetooth, email or wireless communications.

Using handheld devices in conjunction with desktop/server software will automatically transfer data from the handheld to a database without the need for further data entry or data reformulation.

In addition, the use of such technology will:

• improve operational efficiencies and minimise unnecessary administrative tasks and data entry;
• increase productivity and profitability by enabling effective completion of tasks, simplify repeatable tasks and provide staff with tools that focus on performing tasks;
• incorporate mechanisms to focus on exceptions and ensure proper execution of tasks, including automatic listing of activities, reminders, alerts, escalation procedures, and access to information;
• ensure that inspection is performed according to warranties, guidelines and regulations;
• improve controls and accountability leading to better quality of work.