{"id":7957,"date":"2023-10-27T15:00:36","date_gmt":"2023-10-27T15:00:36","guid":{"rendered":"https:\/\/groupe-novallia.com\/blog\/hse-manager-how-can-we-optimize-our-response-to-the-multiplicity-of-tasks\/"},"modified":"2023-10-27T15:00:36","modified_gmt":"2023-10-27T15:00:36","slug":"hse-manager-how-can-we-optimize-our-response-to-the-multiplicity-of-tasks","status":"publish","type":"post","link":"https:\/\/groupe-novallia.com\/en\/blog\/hse-manager-how-can-we-optimize-our-response-to-the-multiplicity-of-tasks\/","title":{"rendered":"HSE Manager: How can we optimize our response to the multiplicity of tasks?"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">The HSE Manager is constantly confronted with indispensable and often urgent actions arising simultaneously from management, regulations, internal and external audit reports, standards, and so on. When companies want to improve their processes, they also need to put in place action plans and measures to manage these actions.<\/span><\/p>\n<h2><b>What tools are needed for an improvement process?  <\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Many companies, when they embark on a process improvement initiative, need to find a method of tracking their progress and creating corrective actions. Most of them still work on an excel file and share this file between the various parties involved.  <\/span><\/p>\n<p><span style=\"font-weight: 400;\">Unfortunately, with this type of file, it is often complicated  <\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">to monitor each project,  <\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">collaborate effectively with internal and external stakeholders,  <\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">keep track of progress<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">report or communicate indicators to line management<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">to have a tool available to everyone, at all times and in updated versions of documents  <\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">On the market we find both in-house software and collaborative and project management tools such as Monday, Trello and WIMI, but the latter are rather limited in some respects, and don&#8217;t allow fine customization of input and output data, nor &#8220;clean&#8221; execution of actions to remove non-conformities, let alone measure progress.  <\/span><\/p>\n<p>&nbsp;<\/p>\n<h2><b>How a SAAS compliance solution can help all types of organization to manage their global processes<\/b><\/h2>\n<p>&nbsp;<\/p>\n<p><span style=\"font-weight: 400;\">Novallia&#8217;s NV Compliance is basically a solution that enables any type of organization to manage <\/span><b>its global compliance procedures<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Since compliance and continuous improvement of sites, products or activities is the ultimate goal, the application will follow the entire compliance process, whatever the objective:  <\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">we start by identifying &#8220;what needs to be done&#8221;, whether these are regulatory requirements, standards, internal\/external audit findings or management decisions<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">we then go on to identify deviations using the dedicated conformity assessment module<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Finally, we use the module for implementing improvement and compliance action plans.<\/span><\/li>\n<\/ol>\n<p>&nbsp;<\/p>\n<p><span style=\"font-weight: 400;\">What&#8217;s more, the solution can generate and automate a series of graphs, statistics, indicators and dashboards to optimize the overall process view.<\/span><\/p>\n<p><img fetchpriority=\"high\" decoding=\"async\" class=\"alignnone wp-image-7948 size-full\" src=\"https:\/\/groupe-novallia.com\/wp-content\/uploads\/2023\/10\/image2023-nvcompl.png\" alt=\"NV Compliance - Web-based regulatory monitoring tool\" width=\"600\" height=\"380\" srcset=\"https:\/\/groupe-novallia.com\/wp-content\/uploads\/2023\/10\/image2023-nvcompl.png 600w, https:\/\/groupe-novallia.com\/wp-content\/uploads\/2023\/10\/image2023-nvcompl-300x190.png 300w\" sizes=\"(max-width: 600px) 100vw, 600px\" \/><\/p>\n<h2><b>A concrete example: managing improvement actions following an audit report<\/b><\/h2>\n<h3><b>\u27a1\ufe0f Issues<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">A company wants to manage its improvement process by implementing corrective actions, which are ordered by process.  <strong>She uses our web tool to manage the actions.<\/strong> <\/span><\/p>\n<p><span style=\"font-weight: 400;\">Its specific needs include<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Feeding and using the tool by importing and exporting existing Excel files or findings from audit reports<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Internal monitoring of actions through multi-dimensional reporting and historical data<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Manage action plans by sending notifications to the relevant pilots  <\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Control the execution of actions by setting locks and alerts<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Collaboration and exchange between contributors  <\/span><\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p><b>In terms of implementation<\/b><span style=\"font-weight: 400;\"> : <\/span> <\/p>\n<h3><b>\ud83d\udc49 Defining requirements and entering them into the database<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">The Novallia team opens a tree structure based, for example, on each of the Processes. Each category is populated by Non-Conformities. In other words, audit results  <\/span><b>are treated as regulatory requirements<\/b><span style=\"font-weight: 400;\"> in the usual logic of NV Compliance.<\/span><\/p>\n<h3><b>\ud83d\udc49 Gap assessment<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Via the &#8220;Compliance&#8221; module, the NV Compliance application enables you to assess deviations. Either directly on the application with the addition of a status :  <\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Compliant: the requirement is applicable to the site and respected.  <\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Non-compliant \/ Minor non-compliant \/ Major non-compliant: the requirement is applicable to the perimeter concerned, but is not met. Non-compliance can be prioritized  <\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">To be verified: the user does not have sufficient elements to judge (lack of proof or evidence).  <\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Future non-compliance: the requirement is complied with until the necessary compliance date.  <\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">For information: Non-Compliance relates to a generality or to a person who is not the customer.  <\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Not applicable: Non-Compliance relates to an activity or information that is not present in the scope under consideration.  <\/span><\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p><span style=\"font-weight: 400;\">The conformity assessment can also be carried out offline in Excel, using the export function. The assessment report will indicate:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Compliance status  <\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Evaluation dates  <\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Annotations and comments<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">if necessary, the need to create an action plan<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Users can also carry out evaluations and add their comments directly on the report. He will then re-import it into the tool, and the modifications will be automatically taken into account.<\/span><\/p>\n<p>&nbsp;<\/p>\n<p><span style=\"font-weight: 400;\">The most important thing when using this Excel export\/reimport functionality is to agree on the terms used: you need to use a procedure, <\/span><b>harmonize the vocabulary used from the outset<\/b><span style=\"font-weight: 400;\"> and keep the same for each section.<\/span><\/p>\n<h3><b>\ud83d\udc49 Action plan modules<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">The NV Compliance Application includes a menu that is essential to the smooth running of the regulatory compliance exercise: the &#8220;Action plans&#8221; menu. Requirements identified as non-conforming generate a semi-automatic action plan.  <\/span><\/p>\n<p><span style=\"font-weight: 400;\">For each action, the action plan creator assigns :<\/span><\/p>\n<ol>\n<li><span style=\"font-weight: 400;\">A wording<\/span><\/li>\n<li><span style=\"font-weight: 400;\">A reference (free text)<\/span><\/li>\n<li><span style=\"font-weight: 400;\">A priority<\/span><\/li>\n<li><span style=\"font-weight: 400;\">An action plan manager, a pilot<\/span><\/li>\n<li><span style=\"font-weight: 400;\">The opening (or not) of specific Tasks<\/span><\/li>\n<li><span style=\"font-weight: 400;\">The reminder process: periodic and\/or one-off reminders  <\/span><\/li>\n<li><span style=\"font-weight: 400;\">The method for calculating rates of advancement<\/span><\/li>\n<li><span style=\"font-weight: 400;\">An action start date and an end date<\/span><\/li>\n<\/ol>\n<p><img decoding=\"async\" class=\"alignnone wp-image-7858 size-large\" src=\"https:\/\/groupe-novallia.com\/wp-content\/uploads\/2023\/07\/ISO45001-evaluation-conformite-1024x569.png\" alt=\"\" width=\"1024\" height=\"569\" srcset=\"https:\/\/groupe-novallia.com\/wp-content\/uploads\/2023\/07\/ISO45001-evaluation-conformite-1024x569.png 1024w, https:\/\/groupe-novallia.com\/wp-content\/uploads\/2023\/07\/ISO45001-evaluation-conformite-300x167.png 300w, https:\/\/groupe-novallia.com\/wp-content\/uploads\/2023\/07\/ISO45001-evaluation-conformite-768x426.png 768w, https:\/\/groupe-novallia.com\/wp-content\/uploads\/2023\/07\/ISO45001-evaluation-conformite-1536x853.png 1536w, https:\/\/groupe-novallia.com\/wp-content\/uploads\/2023\/07\/ISO45001-evaluation-conformite-2048x1137.png 2048w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/p>\n<h3><b>\ud83d\udc49 NV Compliance&#8217;s innovative features<\/b><\/h3>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Online sharing of all information<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Import and re-import excel at any time<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Real-time compliance dashboards<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">customizing indicators<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">module input handled by the novallia team and customized for each company<\/span><\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<h2><b>In conclusion: Why should you, as an HSE manager, use NV Compliance to manage your audit reports?  <\/b><\/h2>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Optimizing productivity<\/b><span style=\"font-weight: 400;\">  NV Compliance simplifies project management and compliance assessment by centralizing all data and processes. The team saves precious time by avoiding the tedious tasks of collecting and tracking information.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Facilitating real-time collaboration<\/b><span style=\"font-weight: 400;\">  Unlike Excel, which requires the management of multiple file versions, NV Compliance enables real-time collaboration. Teams can work together on a project, see instant updates and, above all, eliminate delays due to file exchanges.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Transparency and visibility<\/b><span style=\"font-weight: 400;\">  Our application gives companies real-time visibility of the status of each project and the compliance of your operations. This enables informed decisions to be made, resources to be better allocated and potential delays to be minimized.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Customization and flexibility<\/b><span style=\"font-weight: 400;\">  NV Compliance is a web application designed to adapt to the specific needs of companies. It can be customized in terms of inputs: it can be used to drive both improvement processes following an audit, and regulatory compliance requirements.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Access to in-depth analysis and reports  <\/b><span style=\"font-weight: 400;\">Excel can be limited in terms of analytical capabilities, and requires a mastery of formulas that is not always accessible to everyone. Our application offers advanced analysis features on the degree of compliance (major, minor, upcoming, etc.) and generates detailed reports and customizable dashboards. The result is a clear view of project compliance and performance.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Enhanced data security and historicity<\/b><span style=\"font-weight: 400;\">  Data security is essential, especially when it comes to compliance. Our application offers advanced levels of security, including data encryption and customized access authorizations, protecting sensitive information far better than a shared Excel sheet, and keeping track of the work of different protagonists.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Easy interfacing with regulatory and standards compliance, enabling managers to use a single cross-functional tool<\/b><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>The HSE Manager is constantly confronted with indispensable and often urgent actions arising simultaneously from management, regulations, internal and external audit reports, standards, and so on. When companies want to improve their processes, they also need to put in place action plans and measures to manage these actions. What tools are needed for an improvement [&hellip;]<\/p>\n","protected":false},"author":3,"featured_media":7954,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","footnotes":""},"categories":[176],"tags":[],"class_list":["post-7957","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-hse-operational-control"],"acf":[],"_links":{"self":[{"href":"https:\/\/groupe-novallia.com\/en\/wp-json\/wp\/v2\/posts\/7957","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/groupe-novallia.com\/en\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/groupe-novallia.com\/en\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/groupe-novallia.com\/en\/wp-json\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/groupe-novallia.com\/en\/wp-json\/wp\/v2\/comments?post=7957"}],"version-history":[{"count":0,"href":"https:\/\/groupe-novallia.com\/en\/wp-json\/wp\/v2\/posts\/7957\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/groupe-novallia.com\/en\/wp-json\/wp\/v2\/media\/7954"}],"wp:attachment":[{"href":"https:\/\/groupe-novallia.com\/en\/wp-json\/wp\/v2\/media?parent=7957"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/groupe-novallia.com\/en\/wp-json\/wp\/v2\/categories?post=7957"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/groupe-novallia.com\/en\/wp-json\/wp\/v2\/tags?post=7957"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}