Building an EMS Database on a Company Intranet By: Nicholas Bollons Sally Goodman

1. Building an EMS Database on a Company Intranet By: Nicholas Bollons Sally Goodman

2. Building an EMS database on a company intranet “This workshop will discuss the practical considerations of developing and implementing an intranet based information system to support a multi-site EMS.”

3. Scope of Presentation • What we’re going to cover • Design and project management of an intranet based EMS including ‘front end’ (user) design and ‘back end’ project management and admin co-ordination including document control • • Identification of practical problems with access to an EMS across multiple sites and how to overcome them • • Awareness of strategic issues and limitations with both technology and implementation • • Understanding benefits of using the intranet as an EMS tool

4. Format of Presentation • What we’re going to go through • Why use the intranet? • Background to the client and EMS • System design – front end, back end + hardware, software + peopleware • Back end – doc management • Front end – design issues • Linking documents • Lessons learnt – benefits + limitations • 15 min Q&A

5. General Points • Few points to consider before we start … • We are assuming you have little / no IT knowledge • Intranet system, not internet reporting • Focus is on system design / management, not EMS itself • EMS was already set up • System we have designed is not perfect – still evolving! • Other people’s experience / input most welcome • Please ask questions …

6. Why use the intranet for EMS reporting? • Why use the intranet for EMS reporting? • Client requirement – increased number of corporate systems now online (e.g. H&S, HR, finance) • Industry requirement – increasing trend in EMS / CSR reporting to make information available online • Ease of use – documents available across multiple sites 24 / 7 • Increased transparency – key documents and procedures available for review / auditing • Documents and information can be linked together

7. Client Background • Background to the client • Global Ops • IT heavy • Culture

8. EMS Background • Background to the EMS • UK 2004 • 15 x EMEA countries 2007 • KPI, TAP, Register Legislation, Procedures • Project Team • Proj Leader • Proj Manager • Co-ordinator • Admin Support

9. System Design – Stage 1 • System Design – Overview The Users EMS Intranet IT System Client Office EMS IT / Doc Man Back Office Support EMS EMS Proj Manager Front End – THE CLIENT Back End – EMS Managment

10. System Design – Stage 1 • System Design – Here’s one I prepared earlier … Overseas Office BV Network EMS Co-ord Back Office Doc Manag Intranet Upload Suite Local Network Client Contact Proj Manager UK Users Front End – THE CLIENT Back End – EMS Manag

11. System Design – Issues you need to consider • System Design – For each part of the system, consider … • Hardware • PC • Servers • Connection speed • Type • Age • Condition • Lifetime • Limitations • Peopleware • Culture • Ability • Awareness • Training • Language • Preference • Software • Common platform • Diff types • Version No’s • Admin Control • Upgrades • Useability • Purpose LESSONS LEARNED I: Keep it simple; integrate into existing systems; design it for your grandparents; and beware of geeks!!

12. System Design – Stage 1 • System Design – Overview The Users Intranet IT System Client Office EMS IT / Doc Man Back Office Support Proj Manager Front End – THE CLIENT Back End – EMS Managment

13. Back End – Document Management • Back End – Document Management • Email / Server Based System • Multiple docs at one time • Incorrect versions being used • Time taken to update • Many files are too large to email • No access to docs at client site • No transparency • Internet Based File Store • Central document library • Version control • Immediate update • No file storage limit • Internet access • Client access

14. Back End – Document Management • Back End – Document Management LESSONS LEARNED II: Central control of uploading; training on use; free trial period; low cost

15. System Design – Stage 1 • System Design – Overview The Users Intranet IT System Client Office EMS IT / Doc Man Back Office Support Proj Manager Front End – THE CLIENT Back End – EMS Managment

16. Front End • Front End – Design Issues • Different people will want to access different information • EMS users (e.g. Facilities Managers) • employees • Different types of information will need to be accessed easily • EMS docs (e.g. procedures, forms, KPIs) • news & initiatives • Documents will be updated regularly • KPI = weekly / monthly • procedures = 6 months • Intranet will form part of audit content • completeness

17. Office 1 Local News Office 2 How do I? Office 3 Copy of policy Auditor Audit Reports Front Page EMS Docs Country Docs Company Green News Core Proc KPI Env Policy How Doing? Country Proc Audit Reports EMS Cert Initiatives Front End • Front End – Design Issues LESSONS LEARNED III: Separate EMS and country docs; regular updates required; doc management essential

18. Linking Documents • Linking Documents – beginner’s guide • One of the main benefits of implementing an EMS across the internet is the ability to link information and documents together. • Increases user interaction • More robust EMS • Easy to update • Internal and external links Example

19. Summary • Summary • Design and project management of an intranet based EMS including ‘front end’ (user) design and ‘back end’ project management and admin co-ordination including document control • • Identification of practical problems with access to an EMS across multiple sites and how to overcome them • • Awareness of strategic issues and limitations with both technology and implementation • • Understanding benefits of using the intranet as an EMS tool.

20. Lesson Learned • Lessons Learned … • ‘Front end’ (user) design • Separate out different types of docs – EMS docs, FM docs, user docs • ‘Back end’ project management • Recommend using an internet based doc managment system • Practical problems • Regular updates to documents on intranet + multiple docs in use • Limitations • Keep it simple (e.g. grandparents) + beware of geeks • Benefits • Linking documents on intranet increases user interaction

21. Lesson Learned Questions?

22. Thank You