Building an EMS
Database on a Company
Intranet
By:
Nicholas Bollons
Sally Goodman
Building an EMS Database
Building 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.”
1
Building an EMS Database
Scope 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
2
Building an EMS Database
Format 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 Database
General 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 Database
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
5
Building an EMS Database
Client Background
Background to the client
•
Global Ops
•
IT heavy
•
Culture
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Building an EMS Database
EMS 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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System Design – Stage 1
Building an EMS Database
System Design – Overview
The
Users
EMS
Intranet
IT
System
EMS
Client
Office
EMS
EMS
IT /
Doc Man
Back Office
Support
Proj
Manager
Front End – THE CLIENT
Back End – EMS Managment
8
System Design – Stage 1
Building an EMS Database
System Design – Here’s one I prepared earlier …
Overseas
Office
Intranet
UK
Users
BV
Network
Upload
Suite
Local
Network
Client
Contact
Front End – THE CLIENT
EMS
Co-ord
Doc
Manag
Back
Office
Proj
Manager
Back End – EMS Manag
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Building an EMS Database
System Design – Issues you need to consider
System Design – For each part of the system, consider …
Hardware
•
•
•
•
•
•
•
•
PC
Servers
Connection speed
Type
Age
Condition
Lifetime
Limitations
Peopleware
Software
•
•
•
•
•
•
•
Common platform
Diff types
Version No’s
Admin Control
Upgrades
Useability
Purpose
•
•
•
•
•
•
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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System Design – Stage 1
Building an EMS Database
System Design – Overview
The
Users
Intranet
IT
System
Client
Office
EMS
IT /
Doc Man
Back Office
Support
Proj
Manager
Front End – THE CLIENT
Back End – EMS Managment
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Building an EMS Database
Back End – Document Management
Back End – Document Management
Email / Server Based System
Internet Based File Store
•
Multiple docs at one time
•
Central document library
•
Incorrect versions being used
•
Version control
•
Time taken to update
•
Immediate update
•
Many files are too large to email
•
No file storage limit
•
No access to docs at client site
•
Internet access
•
No transparency
•
Client access
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Building an EMS Database
Back End – Document Management
Back End – Document Management
LESSONS LEARNED II:
Central control of uploading; training on use; free trial period;
low cost
13
System Design – Stage 1
Building an EMS Database
System Design – Overview
The
Users
Intranet
IT
System
Client
Office
EMS
IT /
Doc Man
Back Office
Support
Proj
Manager
Front End – THE CLIENT
Back End – EMS Managment
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Building an EMS Database
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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Front End
Building an EMS Database
Front End – Design Issues
Office 1
Local News
Office 2
How do I?
Office 3
Copy of policy
Auditor
Audit Reports
Front Page
EMS Docs
Country Docs
Company
Green News
Core Proc
KPI
Env Policy
How Doing?
Country Proc
Audit Reports
EMS Cert
Initiatives
LESSONS LEARNED III: Separate EMS and country docs;
regular updates required; doc management essential
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Linking Documents
Building an EMS Database
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 Database
Summary
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.
18
Building an EMS Database
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 Database
Lesson Learned
Questions?
20
Thank You