Evaluation and Selection of an EMIS(Environmental, Health & Safety Management Information System)

AECI’s mix of generating resourcesGAS/OIL

peaking

655 MW

COAL

2,619 MW

GAS

combined-cycle

1,603 MW

HYDROELECTRIC

478 MW

Unionville - 45 MWEssex - 107 MW Nodaway - 182 MW Holden - 321 MW

Thomas Hill -1,153 MW

Chamois -68 MW

GRDA Unit 2 -198 MW

New Madrid -1,200 MW

WIND GENERATION157 MW

St. Francis - 501 MW Chouteau - 522 MW Dell - 580 MW

EH&S Staffing• Corporate

– 1 Manager– 4 Environmental –Air– 2 Environmental – Non-Air (Water & Waste)– 1 Safety & Health– 3 EH&S Interns

• Coal Plants– 1-2 Environmental– 2 Safety– 3 EH&S Interns

• Gas and Renewable Plants– No Full Time EH&S Staff Members

Need for Project

• Duplicate Data Entry• Data Errors• Ease of Reporting to Regulatory Agencies• Ease of Reporting to Senior Management• Increasing Complexity of Permits• Speed of Reporting Permit Exceedences• Increase in Other Electronic Data

Collection (OSI PI, Data Loggers, CEMS)

Supervisor Comleted Incident Report

Incident Report E-Mailed.

Currently three distribution lists

based on incident severity.

Safety department

enters incident in PC

Compliance

Safety department

enters data in ICE workers compensation web page

Safety department

must look up employee

information from HR

reports for ICE

Safety department

enters incident data in Access

database

Safety department

enters data of all OSHA

recordable cases and

equipoment damage over $500 for KPI

report

HQ enters recordable cases on montly

corprate EH&S report

9-StepsIncident Data Entered 6-TimesProcess Takes on Average 2-Days

EH&S Work FlowExisting Safety Incident Data Entry Flow

Recordable Injuries

Entered on OSHA 300

Log

Summary Data Entered

on OSHA 300A Log

Level of importance of Spreadsheets

To You? To Your Organization?Not important 1.4% 3.3%Somewhat Important 15.9% 26.3%Very important 33.6% 38.2%Critical 49.1% 32.2%

Errors in Spreadsheets• Researchers analyzed 88 Spreadsheets from major

organizations and businesses– 94% contain at least one error– Error rate (% of cells) was 5.2%

• On the positive side– Most errors have no quantitative impacts on important

outcomes– For those few that do, magnitude of impact is typically

small• Yet at times, errors lead to major problems…

Legacy EH&S Systems• Excel Spreadsheets

– Water and Air Permits– Incident Data– Emissions Trading– SARA

• Access Databases– Contractor Safety– Incidents

• Internally Developed Systems– MSDS– STOP– SENTRY Task Tracking

• Off-The Shelf Systems– EH&S Training– Incident Reporting– CEMS

• Web Based Products– MSDS– Contractor Safety

Outlook E-Mails and Tasks

Project Team• EH&S

– Plant Safety Coordinators– Plant Environmental Coordinators– Corporate EH&S Staff

• I.T.– Project Manager– Developer– Database Manager

• Operations– Plant Operator

• Risk Management– Corporate Risk Manager

Non-Technical Team Decisions• Use of Consultants• Type of Meetings and Evaluations• Project Schedule• Identification of Priorities• Obstacles/Risk Identification• Standardize Terms

Technical Team Decisions• Externally or Internally Hosted Solution• System Security• System Hierarchy• Amount of Customization• Internal Support of System• Level of Integration• Group Communications

– Sharepoint– Internal Blog

Third Party Implementers• Conduct Needs Assessment• Assist with Vendor Recommendations• Assist with Purchasing• System Configuration• System Integration• Training• Implementation Support

Needs Assessment• Hosted a Three Day Needs Assessment Workshop• Had Consultant Facilitate Workshop• Consultant Documented Needs and System

Requirements• Build/Buy or Modify Existing Systems• Recommended Possible Vendors• Recommended Pricing and Licensing Arrangement

C li M t/T k T ki

3:30 - 3:45Break

HighEnv. and Health & Safety Staff2:30 - 3:30Knowledge Management

MediumEnv. and Health & Safety Staff1:30 - 2:30Document Management(potentially review Eclipse System)

12:30 - 1:30Lunch

MediumEnv. and Health & Safety Staff11:45 - 12:30Training

MediumEnv. and Health & Safety Staff10:45 - 11:45Key Performance Indicators/Metric Roll-Up

10:30 - 10:45Break

MediumEnv. and Health & Safety Staff9:00 - 10:30Hazardous Materials / Chemical Inventory / SARA (311/312)(potentially review MSDS System)

Wednesday, February 7, 2007

HighEnv. and Health & Safety Staff3:30 - 4:30SARA Reporting (313/TRI)

MediumEnvironmental Staff2:45 - 3:30Emissions Credit Tracking

2:30 - 2:45Break

HighEnvironmental Staff1:00 - 2:30Air Quality

12:00 - 1:00Lunch

MediumEnvironmental Staff11:15 - 12:00Spill Prevention/SPCC

MediumEnvironmental Staff10:15 - 11:15Incident Reporting - Environmental

10:00 - 10:15Break

N/AAll9:00 - 10:00Kick Off Meeting

Tuesday, February 6, 2007

Topic Priority:Requested Attendance:Time

Tuesday - Thursday, February 6-8, 2007

Design Workshops

AECI EHS MIS

S&HEnv.

EH&S Function Balance

32 Pollution Engineering FEBRUARY2009 FEBRUARY2009 www.pollutionengineering.com33

Possible Vendors

34 Pollution Engineering FEBRUARY2009 FEBRUARY2009 www.pollutionengineering.com35

Possible Vendors

April 2009 IssueBest Practices (Page 54)

Screening Software Providers

• Interview Vendors by Phone• Attend Webinars of Product

Demonstrations• Call Vendor Provided References • Find Your Own References

– Linkedin– ASSE– REGFORM– Trade Groups

• Contact People in Your Company

Screening Software Providers• Users Groups• Third Party Technology Evaluators

– Forrester Group– Gartner

• Visit Software Company Headquarters• EH&S Blog Sites• Software Company Blog Sites• Ask for Documentation

– System Architecture– Interfaces– Security (externally hosted)– Web Services

Other Things to Consider• Vendor Provided Training

– On-Site– Webex– Phone

• Implementation Process– Third Party– Vendor Only

• Help Desk– Availability– Cost Per Call

• Ease of Doing Business

EH&S MIS Implementation ProcessKick-Off Meeting

Solution Definition and Design

Solution Configuration

Solution Trial and User Training

GO LIVE

Continuous Improvement/System Sustainability

Develop Implementation Plan

Phase IVTitle VEmissions TradingAuditsTRI/SARA 313RHA/JSA

Phase IIIIndustrial HygieneContractor SafetyDashboards/KPI’sFIN 47

Phase IINon-Hazardous Waste ManagementLandfill WasteGreenhouse Gas InventorySPCC/FRPPSM/RMP

Phase INPDESTask TrackingIncident ReportingCompliance Management

Phase I EMIS Implementation

Incident Reporting

Payroll

Taproot

Web Page Work

Comp.

HR

Water

PI Sample Data

Task Tracking

Avantis

Compliance Management

Permit Data

Screening Software Providers• Most Companies Want ½ Day for Demonstrations• Include Entire Project Team in Demonstrations• Develop Script Based on Your Needs• Have 5-10 Scenarios• Provide Your Sample Data• Have Evaluation Forms or Survey• Review Users Manuals and Documentation

Demonstration ScriptsAECI EMIS Demonstration Scenario Summary

EMIS Scenario 10 DMR Report.PDFEMIS Scenario 10 data.xls

Water Data Calculations and Trending

10

EMIS Scenario 9 Data.xlsSafety Follow-Up Item Tracking

9

AECI EHS Incident Reporting Flow.PDFEMIS Scenario 8 Data.xls

Incident Trending & Dashboards

8

NoneGreenhouse Gas Tracking7

Scenario 6 Water Sample Data.xlsScenario 6 Sample DMRs.PDF

Water Sample Data and DMR Reporting

6

EMIS Scenario 5 Inspection Forms.PDFCrane Inspection and Task Management

5

Scenario 4 Sample Inspection Form.PDFSPCC Inspections and Task Management

4

NoneWater (NPDES)3

NoneIncident Reporting SPCC2

AECI Incident Reporting Flow.PDFIncident Reporting1

Support File NameScenario TitleScenario #

On-Site DemonstrationsEMIS DemonstrationScenario 1-Incident ReportingAn employee at Thomas Hill (mechanic) injures himself at 5:45 AM January 29 while working with one other employee (general utility). The injured employee trips on a pipe and falls on the walkway. He sustains a contusion on his knee, ankle and has pain in his neck. He does not report to the incident to his supervisor. The next day (January 30) at 8:00 AM the injured employee reports back to work and informs his supervisor about the incident. The maintenance supervisor completes a preliminary incident form and contacts the safety department. The safety department requests that the employee report to the clinic and offers to drive the injured employee to town to seek a medical evaluation. While at the doctors clinic the knee is x-rayed but no broken bones are found. The treating physician tells the employee he can return to full duty and that he should take over the counter Tylenol if it continues to hurt. On February 12 he injured employee reports to work and tells his supervisor his neck is still hurting and that he wants to see the doctor again. The supervisor contacts the safety department and the employee is taken to the same clinic but sees a different doctor. The doctor says he has a strained muscle in his neck and prescribes muscle relaxers and gives him a work restrict to not bend at the waist of lift over 10 pounds for the next 10 days. The doctor wants to see the injured employee again on February 23. Based on the treatment the case is classified as a limited duty case (5) and a taproot investigation is needed. The safety department starts a taproot investigation using the taproot software. On February 23 the injured employee returns to the doctor and his neck is not improving. The doctor tells him to stay home from work for 30 days. He also prescribes additional muscle relaxers and occupational therapy. The injured employee returns to the treating physician on March 23 and his condition has improved. He is released to full duty and returns to work. Demonstrate how this incident would be classified based on AECI’s six classes of injuries and how the restricted and lost days would be calculated. Also demonstrate how OSHA 300 and 300A reports would be created and how this incident would be recorded on the reports. Demonstrate how workers compensation forms and/or electronic reporting to our claims administrator might be accomplished with this system. Support DocumentsAECI Incident Reporting Flow. PDF

Demonstration Evaluation

• Did they Follow Your Script• Did They Use Your Data• Did They Use Their Software• Did They Have Interfaces Working• What Kind of Reports Did They Give You• Who Presented (Sales or Technical)• How Well Did they Answer Questions• Have Team Members Complete Survey

Interfaces• Talk to Your Vendors About Potential for

Interface or Data Entry– Work Comp Carrier– Labs– Data Loggers/PI– CEMS– Company Intranet Sites

• Map Out Interfaces with IT People• Make Vendor Demonstrate Interface

Before Purchase

Pricing• Site License• Company License• Individual User License• Fee for Each Level of User• Fee for Test Site• Fee for Data Backup• Training Fees• Configuration Fees• Development Fees• Annual Fees

Pricing• Implementation Fees• Code Escroll Fee• Multi-Year Pricing• Get Special Deals During Negotiation in

Writing• Web Services

Final Decision

• Tally Survey Data• Have Team Discussion• Come to a Consensus

This is an Art not a Science

Implementation

1. Start Small2. Weekly Update Phone Calls3. Configure Using You Needs Assessment

Requirements4. You Will Add New Items During Configuration5. Monitor Usage of New System6. Search for Old Spreadsheets an Delete7. Retire Old Systems

Lessons Learned1. You Won’t Be Able to Get All Data in

Your EMIS2. You Won’t Find a System to Meet All

Your Needs3. Start Cleaning Up Your Data Now4. Team Members Will Try To Configure the

System Like Their Existing Applications5. Will Require Some Standardization of

Terms6. Have Good Reports Ready Before Data

Entry

Lessons Learned7. Test the System Before Going Live-If It

Doesn’t Work at First People Will Lose Confidence and Go Back to Their Spreadsheets

8. Each Site Using System Needs a Champion

9. Having Your IT Department Support is Critical (Don’t Go It Alone)

10.Some People Won’t Like the System No Matter What You Do