Integrated Management Solutions

1. Why use IMS Software?

Because….

The shortest distance between two points is a straight line.
– Archimedes

Unfortunately, most businesses don’t follow this simple, age-old logic. 

Are you still: 

• Navigating between different HSEQ management systems? 
• Using numerous forms and registers (none of which talk to each other) to manage incidents, hazards, inspections, non-conformances, tasks, and actions? 
• Copying data and pasting into different registers and their associated actions into yet another register?
• Storing all the data from these forms in various separate spots?
• Using numerous tools to manage work processes?
• Worried you will miss something and be non-compliant?

This is repetitive, time consuming, inefficient, frustrating – and leads to increased risks to your staff and your business. 

IMS Software offers you a customised solution to all your Safety, Health, Environment and Quality Management concerns.

2. What is IMS Software?

IMS Software integrates your SMS, QMS and EMS into a unified system

It enables you to meet all your Safety, Health, Environment, and Quality assurance responsibilities by approaching management system components as a whole (rather than looking at the individual criteria and their specifications separately).

This fit-for-purpose tool combines documentation, data, policies, procedures, and processes onto a single, customisable platform 

From one integrated management system and database, you can access, manage, and track the data coming from different systems – offering:

• Increased compliance with ISO standard requirements
• Optimised efficiency, productivity, and profitability
• Uplifted management of your product or service delivery 
• A safer, more environmentally friendly workplace.  

3. What can IMS Software help you integrate?

Management systems requirements

Typical businesses adopt ISO45001 (Safety Management System), ISO14001 (Environmental Management System), and ISO9001 (Quality Management System). These systems share the Plan-Do-Check-Act process and the business will need to identify the similar standard clauses to develop an Integrated Management System. These may include:

•ISO45001 (requires businesses to have a reporting system for managing injuries) 
•ISO14001 (requires businesses to have a reporting system for managing pollution incidents)
•ISO9001 (requires businesses to have a reporting system for managing product/ service non-conformances).

These requirements require a reporting system and businesses may consider integrating their reporting forms into one single tool to reduce the replication. 

Businesses may also incorporate ISO55001 (Asset Management Standards) or other ISO standards, depending on their needs.

Example of IMS Software value add

If an organisation implements ISO 9001, ISO 14001 and ISO 45001, this may result in duplication of processes required to conduct internal audits or to report non-compliances (as all three require organisations to have procedures for these activities).

IMS Software enables all three standard-specific requirements to be met simultaneously and programs the time necessary to carry out external audits. 

With potentially fewer databases to be reviewed you can track and manage your actions (particularly outstanding ones), and auditors can be more effective. This reduces auditing time on the part of both auditors and employees and the subsequent costs of assuring compliance. 

In addition to the time saved by auditors and employees, the senior management team can also make more effective use of their resources. IMS Management Review meetings should cover all requirements leading to fewer, more efficient meetings.

Industry-specific standards or guidelines 

These may include, for example:

Construction industry: Office of the Federal Safety Commissioner – FSC Audit Criteria Guidelines
Rail industry: Office of the National Rail Safety Regulator – Guideline Safety Management System
Bus industry: Transport for NSW – Bus Operator Accreditation Scheme (BOAS)
Ferry industry: Australian Maritime Safety Authority – Guidelines for a Safety Management System 

Integrating these, and any other relevant standards and guidelines into IMS Software helps you ensure compliance.

Client requirements

You need to capture your client’s requirements (if any) in IMS Software. These normally show in the contract and it may form part of your KPIs. For example, you may need to report certain product defects or safety incidents. You need to understand what they are and what is the existing method of capturing these is.

This ensures you meet all your contractual obligations and KPIs.

4. How does IMS Software work?

Staff enter incident and other HSEQ data into user-friendly forms on their mobile or other device. IMS Software will automatically consolidate the data and process the information. IMS Software will file the form, perform pre-set actions or send the data into other applications according to the information entered.  

5. How do we help you set up IMS Software?

We take your through three simple steps to make setting up IMS Software quick and easy – ensuring you achieve effective an effective Integrated Management System ASAP.

• Step 1 – Create digital forms via Formstack or iAuditor
• Step 2 – Integrate data from forms into IMS software
• Step 3 – Improve processes and performance

Step 1 – Create digital forms via Formstack or iAuditor

Identifying user requirements is essential for any software development. However, traditional software developers and users sit together to work this out and confirm the inputs and outputs of the system. This is a time-consuming process and it is hard to maintain the currency of the users’ requirements in the long run. 

At IMS, we use a quicker option which is more viable over time.

Formstack 

Quickly create fully customized digital forms accessible via phone, tablet, and computer. 
Easily share forms with end users via link to maximise their input and collect their immediate feedback to improve the forms. 
Gain greater control over fields or layout of your forms. 
Change forms anytime to suit your project needs. IMS will work with you to integrate the data after any changes or implementation of your forms.

Already using Formstack or iAuditor? 

Great! You’re ahead of the game, but our goal is to help you go further and achieve a higher level of integration. You’ve probably noticed a couple of problems with Formstack which we can help you solve.

Problem Integrated Management Solution Benefit to you
Data doesn’t flow between the forms.
You can’t integrate data from the forms. 
We will analyse your existing forms and work with you on the data integration and enhancing the data flow.  Reduces double handling of data 
Provides a consolidated database
Enables you to manage all actions using a single platform.
Formstack or iAuditor does not support certain functions. If you have some specific requirements on the digital forms that Formstack  or iAuditor does not support, IMS can develop a custom-made digital forms/software to suit your business needs. Automates data flow to suit your specific business processes
Not using Formstack or iAuditor yet? 

No problem. We offer Formstack or iAuditor support and can help you get started – providing practical help with: 

  • designing the layout
  • introducing drop-boxes
  • defining the value into your forms
  • capturing client requirements from contract or KPIs
  • identifying your required actions.

All of this will enhance the quality of your data collection, correct report escalation, and accuracy of the performance report in the integration. 

Step 2 – Integrate data into IMS Software 

Once your forms are completed, our expert team will help you with Formstack integration or iAuditor integration– integrating the data into IMS Software to:
Provide a single customisable platform for all of your activities which can be accessed via your mobile device (with no app required)
Streamline and automate repeatable business operations and processes
Improve workflow
Reduce double handling of data and its associated errors
Increase overall system performance
Empower your managers to make quicker, better decisions
Motivate and enable workers to collaborate more flexibly and efficiently
Support compliance with the relevant Australian Standards requirement (ISO45001, ISO9001, ISO14001) 
Enable data to be more quickly and easily communicated to relevant parties through digital forms or systems
Reduce or eliminate manual entry and retyping while at the same time ensuring you retain control of your information. (We understand that some incidents and reports required a manual process. IMS Software enables you to consolidate the data and manage the actions from your inspections, incidents, or non-conformances.) 
Utilise the ISO integration management system principle of the Plan-Do-Check-Act process – ensuring your system is undertaking a risk-based approach and driving continuous improvement

Step 3 – Improve processes and performance 

Integrating actions, incident and/ or hazard report is only a starting point. IMS can help you identify process requirements to ensure your system complies with ISO or relevant Australian Standards, including ISO45001, ISO9001, ISO14001.

Our expert consultants can help you analyse your existing business processes and create customised work flows to suit your needs. 

Have a digital form for permit to work? 

If so, the responsible manager may need to review these details to reject or approve. IMS Software can issue approval when the data meets certain criteria. Formstack does not provide this type of automation, but IMS can collaborate with you to achieve these efficiencies and more. 

Contractors need to complete forms when they attend your site?

Create a contractor management module so these forms become their timesheet and also cover safe work and environmental requirements. 

Need to assign work?

Do so via the Calendar function in IMS Software. 

Ready to improve?

We can help bring your brilliant ideas to life and turn your problems into workable solutions.