Building an EMS Database on a Company Intranet

By: Nicholas Bollons

Sally Goodman

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Building an EMS DatabaseBuilding an EMS database on a company intranetBuilding 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.”

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Building an EMS DatabaseScope of PresentationScope 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

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Building an EMS DatabaseFormat of PresentationFormat of Presentation

What we’re going to go through

1. Why use the intranet?

2. Background to the client and EMS

3. System design – front end, back end + hardware, software + peopleware

4. Back end – doc management

5. Front end – design issues

6. Linking documents

7. Lessons learnt – benefits + limitations

8. 15 min Q&A

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Building an EMS DatabaseGeneral PointsGeneral 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 …

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Building an EMS DatabaseWhy use the intranet for EMS reporting?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

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Building an EMS DatabaseClient BackgroundClient Background

Background to the client

• Global Ops

• IT heavy

• Culture

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Building an EMS DatabaseEMS BackgroundEMS 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

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Building an EMS Database

System Design – Overview

Intranet ITSystem

EMS

ProjManager

Client Office

System Design – Stage 1System Design – Stage 1

Front End – THE CLIENT Back End – EMS Managment

Back OfficeSupport

IT /Doc Man

The Users

EMS

EMS EMS

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Building an EMS Database

System Design – Here’s one I prepared earlier …

IntranetUpload

SuiteLocal

NetworkDoc

ManagEMS

Co-ordBack Office

ProjManager

BV Network

OverseasOffice

System Design – Stage 1System Design – Stage 1

UK Users

Front End – THE CLIENT Back End – EMS Manag

Client Contact

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Building an EMS Database System Design – Issues you need to considerSystem Design – Issues you need to consider

Hardware• PC

• Servers

• Connection speed

• Type

• Age

• Condition

• Lifetime

• Limitations

System Design – For each part of the system, consider …

Software• Common platform

• Diff types

• Version No’s

• Admin Control

• Upgrades

• Useability

• Purpose

Peopleware• Culture

• Ability

• Awareness

• Training

• Language

• Preference

LESSONS LEARNED I:

Keep it simple; integrate into existing systems; design it for your grandparents; and beware of geeks!!

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Building an EMS Database

System Design – Overview

Intranet ITSystem

EMS

ProjManager

Client Office

System Design – Stage 1System Design – Stage 1

Front End – THE CLIENT Back End – EMS Managment

Back OfficeSupport

IT /Doc Man

The Users

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Building an EMS DatabaseBack End – Document ManagementBack End – Document Management

Back End – Document ManagementEmail / 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

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Building an EMS DatabaseBack End – Document ManagementBack End – Document Management

Back End – Document Management

LESSONS LEARNED II:

Central control of uploading; training on use; free trial period; low cost

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Building an EMS Database

System Design – Overview

Intranet ITSystem

EMS

ProjManager

Client Office

System Design – Stage 1System Design – Stage 1

Front End – THE CLIENT Back End – EMS Managment

Back OfficeSupport

IT / Doc Man

The Users

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Building an EMS DatabaseFront End 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

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Building an EMS DatabaseFront End Front End

Front End – Design Issues

Country Docs

KPI

EMS Docs

Front Page

Green NewsCompany

Office 1Local News

Office 2How do I?

Office 3Copy of policy

Core Proc

Country Proc Audit Reports

AuditorAudit Reports

Env Policy

EMS Cert

How Doing?

Initiatives

LESSONS LEARNED III: Separate EMS and country docs; regular updates required; doc management essential

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Building an EMS DatabaseLinking Documents 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

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Building an EMS DatabaseSummarySummary

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.

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Building an EMS DatabaseLesson Learned 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

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Building an EMS DatabaseLesson Learned Lesson Learned

Questions?

Thank You