Streamlining Environmental Compliance Using Mobile Devices

Transcription

1 Streamlining Environmental Compliance Using Mobile Devices Presented at: AGG1 Conference On March 23 rd, 2016 Topics 1 Introduction & Audience Calibration Compliance Inspection Challenges in Aggregate Mining Mobile Devices to the Rescue? Live Demonstration of eforms for Compliance Inspections Key Take-aways & Audience Questions 1

2 Jargon App Application. A stand-alone software program that runs on a mobile device. Connectivity Network connection to the internet via a wireless or cellular network Client-side Refers to things happening on a device operated by the end user (A.K.A Front-end ) Development The process of programming and deploying apps eform Electronic Form. An interactive, electronic version of a data collection form running on a mobile device. Mobile Device Small computing device that can be handheld, e.g. a smartphone or tablet. Server-side Refers to things happening on a network server. (A.K.A Back-end ) Compliance Inspection Challenges in Aggregate Mining 2

3 U.S. Environmental Compliance Process Model Start 1 Interpret Regs. Policies & Permit Conditions 2 Train/Hire People to do Inspections 3 Conduct Facility Inspections on a Schedule 6 Maintain Inspection Records & File Reports Lots of Paperwork & Touches 5 Distribute Action Items & Fix Issues 4 Perform Inspections Correctly Common Points of Failure (POF) in the Environmental Compliance Process 1. Inspections are missed or late 2. Inspection forms incomplete/incorrect 3. Completed inspection reports not routed to the right people at the right time -problems not reported 4. Historical inspection records not well managed & cant be retrieved easily during government/internal audits 5. Lots of manual grunt work to manage the process and create/submit agency reports 6. Action items not tracked or completed problems remain 7. Management of Change old/wrong forms etc. 3

4 Challenges in the Compliance Inspection Process Specific to Aggregate Mining 1. Poorly-staffed facilities with little or no onsite records storage 2. Primitive sites often in remote locations 3. Complex multi-media compliance obligations 4. Over-worked environmental and operational managers 5. Every permit and site is unique with differing compliance obligations and compliance schedules 3 Mobile Devices to the Rescue? 4

5 What are Mobile Devices? Convenient, connected computers that do cool stuff. App s Often include useful sensors -camera s, GPS, microphones, accelerometers, barcode readers, RFID and others Consumer grade vs. commercial grade (ruggedized) What do Mobile Devices Look Like? iphone ios 7 Tablet Samsung Tablet in Ruggedized Case Android OS ~$200 5

6 What is an eform? Digital data entry form Interactive data entry controls Pages separate data entry into logical chunks Use timestamps, cameras, GPS buttons etc. to reduce manual data entry Logical navigation system to help user successfully complete the task Automatic distribution or reports & data at completion What are the Benefits of Using Electronic Forms? Can be used to collect data and record observations Interactive platform that support dynamic interactions with the user Can leverage computing techniques and device sensors to automatically: Get current location, date & time Record pictures, video and audio Perform complex calculations and check for data entry errors Scan bar codes, open files, open web pages, send texts & s etc. Can upload data to a server-side database to automatically distribute reports and processed data 6

7 What is Changing that Makes eforms an Attractive Replacement For Paper Forms? Mobile devices are becoming ubiquitous & often provided by company to workers More intuitive and easy to use touch and natural gestures Battery life is vastly improved Improved connectivity 3G/4G and wireless Lots of free Apps - can do useful things Cloud computing powerful back-end services at low cost and large scale Device costs dropping Natural solution to some of the challenges that paper-based forms pose to effective compliance programs How Does this all Work Together? eform Vendor (Cloud Service) Buy/Develop Your eforms, Data & Reports Deploy eforms to Workforce Mobile Devices Perform Inspections & Distr. Reports Typically vendor subscription model Pay monthly user fee Can also do Inhouse deploy & operate model Vendor provides eform creation software Buy Pre-made eforms Create your own eforms Hire contractor to make eforms Configure output reports to look like current ones Populate backend databases Provide mobile devices Install eform vendor client app Train users Pilot testing Tweak & deploy eforms replace paper forms Leverage dispatch features to meet schedules Check & fix errors at point of collection Auto- of reports/alerts Documents auto-saved to central location 7

8 4 Live Demonstration of Compliance eforms Live Demo # 1 Stormwater Compliance - Monthly Visual Inspection 8

9 Stormwater Monthly Inspection Process Start Schedule Compliance Inspections Conduct Stormwater Inspection Use Mobile Tools to Improve Process Photos, GPS, Web, Documents Finish an Inspection Report Save Inspection Reports to Cloud Distribute Action Items to the Right People POF # 1 Missed/Late Inspections Mitigation Automated Task Dispatch 9

10 POF # 1 Missed/Late Inspections Mitigation Automated Task Dispatch Key Take-away Points 1. You can use Dispatch tools to pre-load years worth of compliance inspections tasks and schedules with simple spreadsheet template 2. The tasks are automatically pushed to the right people at the right time 3. The dispatched task automatically opens the right eform for the inspector 4. Tasks status is tracked and you can check the status in your browser (and other ways too) 5. Things get done when they are supposed too without a lot of oversight effort POF # 2 Incomplete/Incorrect Forms Mitigation Form Controls & Automated Error Checking 10

11 POF # 2 Incomplete/Incorrect Forms Mitigation Form Controls & Automated Error Checking Key Take-away Points 1. You can use eform controls to help ensure inspectors only submit complete forms 2. You can use eform controls to speed up data entry and improve data quality 3. Your important compliance information is complete and of good quality POF # 3 Problems Not Reported Mitigation Automated Report Routing 11

12 POF # 3 Problems Not Reported Mitigation Automated Report Routing Key Take-away Points 1. Inspection reports automatically created and distributed via minutes after inspection completed No extra work required after inspection completed 2. You pre-define and customize the distribution list and method 3. Different methods of alert also available SMS/Text or automated phone calls for serious compliance excursions etc. 4. Easy & fast distribution of reports greatly increases chance of you knowing about compliance problems in a timely fashion POF # 4 Cant Find Historical Reports Mitigation Centralized, Shareable Cloud Storage 12

13 POF # 4 Cant Find Historical Reports Mitigation Centralized, Shareable Cloud Storage Key Take-away Points 1. Inspection reports automatically named and saved to a centralized cloud storage that can be shared and accessed easily 2. Easy to navigate and retrieve your historical compliance inspection reports in event of an Agency inspection 3. You can still print out paper copies from PDF files if you want to 4. Automatic saving to a central location and easy retrieval makes it more likely you can produce compliance records in the event of an audit/inspection Live Demo # 2 Hazardous Waste Compliance Waste Storage Area Inspection 13

14 Hazardous Materials/Waste Storage Area Inspection Process Start Schedule Compliance Inspections Conduct Storage Area Inspection Use Mobile Tools to Improve Process Photos, Barcodes Finish an Inspection Report Save Inspection Reports to Cloud Update Inventory & Schedule Pickup Key Features & Improvement Areas Pre-loaded data Pre-populate forms with container inventory from last inspection Auto Calculations Automatically and correctly calculate the current accumulation and storage durations and flag if close to 90-day limit Barcode Readers Simply scan barcode to get waste and container information from drum or container Server-side Automation Automatically update the facility and company waste inventory from inspection report and schedule pickup by waste management vendor. 14

15 5 Key Take-Aways & Audience Questions Common Problems that eforms Solve Problem Missed compliance deadlines Lots of review and re-work Extra Touches and work required to finalize inspection reports Key compliance info. received too late or not at all Solution Automated Dispatch & reminder features Automated error & completeness checking Automatic report creation Automated report distribution immediately after completion of the inspection 5 Can t find prior reports during agency inspection Automated, centralized cloud file storage the whole team can easily access during an audit. 15

16 What are Good Candidates for eforms? 1 Factor Must be performed in accordance with a schedule Rationale Automated Dispatch & reminder features & escalating alerts as deadline approaches Repetitive functions and high frequency of use Audit proof and verifiable data Complicated levels of internal notifications and alerts Central storage needs and reliable accessibility at a later date Automated calculations, error checking, choice lists vs. text entry and prompts to correct errors before eform submission Photos and other data is automatically embedded in output report no manual input Automated upload and correct distribution of reports immediately after completion of the inspection. Alerts if not received by expected deadline. Automated saving of PDF files to centralized cloud file storage the whole team can easily access during and audit. Streamlining Environmental Compliance Using Mobile Devices Saves Time and Money Use smartphones, tablets and eforms to: Collect facility compliance inspection data electronically on pre-set compliance schedules Automatically turn facility inspection data into deliverables (inspection reports, compliance logs or correction orders) Automatically save and route actionable reports, alerts and compliance follow-up tasks to the right people in a timely fashion Why do you want to do this? To make sure required facility inspections get done on time by facility people To automate the parts where the current process often breaks down (saving records centrally to document compliance, notifying others of action items in a timely fashion, automating roll-up compliance reporting etc.) To reduce the touches, errors, delays, grunt-work & re-work often found in paper-based data collection and reporting process To give corporate EHS teams quick and reliable knowledge of company/facility compliance status & action items Improve & streamline environmental compliance 16

17 Audience Questions THANKS!!!! 17