General info
HSEQ & internal audits is meant to ensure the quality of health and safety of the people working on a project, i.e. uncovering deviations, assigning work accordingly, and fixing/improving on deviations that have been discovered. CHECKD is a great tool to use for just that.
While working in the field, you can use forms (checklists) in CHECKD to log 'Items' (tasks), assign the tasks directly to a person, and follow up on the status of the work that is being planned and executed. You can log deviations through an official HSEQ routine, but also randomly, using 'Items', and even 'items' pinned to a specific location with a visual representation on a blueprint/drawing/photo/map and etc.
The 'Items' (visible as pins on associated drawings/blueprints) give you control of each observation, and it secures that someone actually has logged the necessary information to start on a job, and not only checking off a box on the alternatives "OK" or "Deviation". After the checklist has been filled out, or the work on an item/s has been done, you can send an HSEQ checklist report, or an 'Item' report, to the relevant stakeholders, and you can put the information up on your own HSEQ board.
Project structure
We recommend that you create a separate project for the HSEQ work that is going to be done. A good name for the project could be a combination of a [project number], [name], and [sub-level/type]. Here is an example:
180001 - Kings Road - HSEQ
By doing this, you secure that the information you observe and log stays in one place, and is associated with the correct project number and name.
In the project, you should invite the people that are going to be responsible for performing the work that is done i.e. the people that are going to do the HSEQ audits and the people that are going to work with and fix the deviations.
Tag structure
Use logical and relevant tags when you log an 'Item'. This is essential to be able to distinguish one type of work 'Item' from another, and tags are also frequently used for generating reports containing specific information. Here are two examples of how you can use tags:
Method 1 -Tag all 'Items' using broad terms and high-level words/labels:
The thought here is to use filters on 'Items' based on high level words. This is meant for grouping up all 'Items' that relates to a type of work or a routine. Here are a few examples.
"HSEQ-DEVIATION"
"SJA"
"UE"
"QA"
"INSPECTION"
Method 2 - Tag all items using detailed and distinct words/labels
The clue here is to be able to group up specific 'Items' on a more detailed level.
E.g. there could be many types of subjects associated with HSEQ deviations. Here are a few examples:
"EQUIPMENT"
"ENTRY"
"EXIT"
"CHEMICALS"
"MACHINERY"
"RUBBISH"
Assigning 'Items' and following up
When you assign a task to the person that is going to perform the work that needs to be done, you can start communication directly in the task, by entering text in the chat window, uploading photos and etc.
The key takeaway here is that you can collect all information about a job 'Item' that needs to be done, in one and the same place. And with the different status icons and colors, you can easily spot where in the process a person is on each task that has been assigned to them. Here is an example of a typical routine while logging 'Items' in CHECKD:
Make an observation of a deviation, and log the 'Item' in the CHECKD Field app (The item pin initially gets created with grey color)
Assign the 'Item' to the person that is going to be responsible for handling the task (The item pin will then turn red)
The responsible person accepts the task and will follow up and further document the work that is being done, e.g. adding comments and before and after photos. (The item pin will turn yellow at this point)
The responsible person completes the job and marks the 'Item' as 'Fixed' (The item pin will now turn blue)
The person that assigned the task can either reject or approve the 'Item'. If the job is not performed correctly or is missing essential documentation, the assigner might reject the task. If so, the 'Item' status will be reverted back to being in progress and the color yellow. On the other hand, if they are satisfied with the job and documentation they can set the job status as done. (The 'Item' pin will now turn green).
Now you typically generate a report based on the 'Items' that have been completed or have a specific status, from over a period of time, e.g. the 'Items' that have been worked on in the current week.
Reporting
With the use of filters you can generate detailed reports from your mobile, tablet or computer, and you can decide exactly which 'Item's you wish to include. It is recommended to name your reports with a relevant name, and also the date or week number. This will help you organize and get easy access to your reports.
Over time, when the routines have been done many times, the amount of observations/deviations will decay and finally none left. And this this practice your workers will be well equipped to follow up on the HSEQ regulations.