Improving safety  management through technology innovations

Today PDAs are becoming increasingly popular and versatile, and they’re capable of far more than managing appointments. Recently, PDAs have improved to the point where they can be a helpful tool for the safety professional.

Ten years ago, Personal Digital Assistants (PDAs) were primarily used as a way to avoid lugging around your appointment calendar. Today PDAs are becoming increasingly popular and versatile, and they’re capable of far more than managing appointments. Recently, PDAs have improved to the point where they can be a helpful tool for the safety professional. They have processors that handle photos, voice recordings and database applications. They allow viewing reports, presentations and video files. They can integrate cellular technology, internet access, email, laser scanners and global positioning systems (GPS).

                PDAs haven’t replaced laptop computers because of their limited keyboard and screen sizes. However, new portable machines are replacing much more than your appointment calendar and the lines between types of handheld computers is blurring as well. Today a single PDA can take the place of a notepad, reference materials, camera, voice recorder, mail service and cell phone. Beginning in 2000 handheld computers took a huge leap forward when the Windows CE operating system was released.

                The Microsoft operating system made it possible for users to send and view documents and files from their desktop computer to their PDA, enabling them to bring work with them in a convenient package. The new platform also enabled programmers to write more powerful PDA applications that the platform could support. The integration of new devices began and the PDA evolved into an all-in-one machine. Safety professionals walking a jobsite with a camera in one hand, a pad of paper in the other, and a pencil in an ear can appreciate the benefit of having one multifunctional device.

                The primary method for entering data into a PDA is by tapping a stylus on the screen to select from a list of options. Newer model PDAs are available with many options and can allow data to be collected utilizing several different input options. By incorporating these capabilities into the data collection process safety professionals can capture data using: Text: PDAs are equipped with built-in, detachable, or virtual keyboards, which can be utilized to enter narrative answers in open text fields.

Notes: PDA processors are capable of recognizing handwriting and converting it to text. Transcribing capability can also be utilized for making diagrams to be used in reports.

Audio: PDAs come with audio recording capability for capturing sound files. This type of data collection is very quick and easy and keeps the safety professional moving in the field.

Photo: PDAs may have built-in cameras or can accept a plug-in camera via an expansion slot. Pictures are worth a thousand words and can eliminate all confusion related to an observation.

GPS: Due to increasing popularity of mapping and navigation software, GPS capable PDAs are becoming more common. Latitude and longitude coordinates can be captured for tracking movement and confirming locations.
Scanner/imagers: The old version of a scanner is used for reading a barcode, more advanced versions of that technology enables the capture of black and white images that may be acceptable for certain safety applications.

Phones: Some handheld computers incorporate cell phone capability, enabling users the convenience of connectivity wherever they are. Using cellular technology, a PDA user can establish an internet connection to send/receive email or connect to data files remotely.

Traditional approach
The most common practice for auditing compliance is a ‘Find it and Fix it’ cycle, where the auditor assesses a field situation as it exists during an audit. The auditor will check the work site for issues identified against a set of protocols for the purpose of compliance with government regulations, company policies or a mixture of both. During the assessment, the auditor typically walks a site with a notepad and pencil taking notes of field observations not in compliance with their protocol. Following the assessment, the auditor shares the findings with the responsible safety person.

                Sometimes the process of reporting findings can take weeks. The cycle is repeated when the auditor comes back at some later time to check the site again. The ‘Find & Fix’ audit cycle works, but only to a point. The difficult part comes next. What happens with that inspection form or accident investigation report after it is completed? It is likely reviewed by a few people, perhaps transcribed into electronic form by a data entry clerk (where data entry errors may enter the equation) and filed away someplace for legal and compliance reasons, rarely (if ever) to be seen again. Filing data away in a drawer is better than nothing because it shows some documentation of findings, but that is where the benefits end. What happens when the auditor is asked to compile year long data from the findings? How do you evaluate data specific to a situation? The paper method of recordkeeping makes compiling field data into a report an enormous task. If data is collected and stored electronically, accessing and reporting on it becomes very easy. Questions like, “How many HAZCOM issues were at the North Side plant last year?” or “How many overdue action items does Dave in maintenance have?” can be answered by simply making a request of your data.

Electronic data capture
Handheld technology allows the auditor to capture field data electronically at the point of discovery and can eliminate the problem of having to manually compile information.

                Using a PDA, data entered in the field can be utilized in many ways. Some safety programs written for PDAs allow you to print reports immediately from the handheld device. Others require the data to first be uploaded to a desktop computer. Either way, the reports generated can include photos and reference information along with field comments. These reports support the auditor’s findings and take away any argument about  grams written specifically for safety professionals offer reference information (i.e. OSHA 1910 Regulations) linked directly to the questions being asked. A PDA’s large memory capacity allows reference materials to be loaded and accessed from the PDA in the field. Reference materials can be included on the reports or accessed by the auditor for clarification

Reporting, communication and learning
Perhaps the greatest benefit of capturing data electronically is the ability to create reports with ease. Since data is collected electronically and stored in a database, it is always available for easy retrieval. In great contrast to compiling data from paper audits, generating reports is as simple as making a request to the database for the information you want. Not only is reporting easier but it can serve more needs. Certain reports can serve as a means of internal communication. They can be designed to be sent updated and returned. Follow up actions can  be assigned and sent electronically to those who need them. Reports on action status can be sent as reminders to each assignee.

                Reports can be utilized as a learning tool as well. Follow up reports can show the photo evidence from the point of discovery and cite the relevant regulatory reference. Positive observations can be shown as well, giving positive feedback to those employees who have met or exceeded expectations. The reports should become a learning tool for those who receive them and contribute to continued improvement.

Looking forward
The handheld computer market is evolving and converging with the cell phone market. Differences between cell phones and PDAs are becoming less recognizable. Today’s business world continues to demand faster response times and constant connectivity. Manufacturers have responded and we are seeing the emergence of hybrid devices that incorporate handheld computer capability with cellular technology in the form of smart phones and pocket  PC phones.

                PDA and cell phone manufacturers are utilizing more powerful operating systems, increasing memory capacity, and recognizing more cellular services. Cellular providers are supporting more devices, offering better internet access and email services. The next generation devices will eliminate the need to carry multiple devices. They will likely have a camera, a keyboard, and GPS with all the power of a portable computer and the convenience of a cell phone. If auditors would better utilize handheld technology, the audit cycle could be streamlined to serve a Results Analysis audit cycle where continuous improvement could be realized.