Digital incident reporting in construction can save lives

Digital construction and online forms

Digital incident reporting in the construction industry

Digital construction, digital incident management and online forms are becoming far more ingrained in the built environment. The use of digital incident reports are growing popular. In fact, business process automation is at the forefront of streamlined processes.

Many departments in organisations use QHSE workflows and approvals. For example, procurement teams issuing purchase orders or design teams automating steps to approve drawings. Also, quality control teams manage inspections and tests to maintain quality for processes such as incident management.

Health and safety lends itself well to automated business processes. Good catch practice forms significantly improve through automation. For example, online forms record incidents and near misses more accurately. That is, comparing to unreliable and insufficient paper forms.

Safety and the construction industry

Construction is a high-risk industry as busy sites are full of potential hazards. Therefore, it is essential to have efficient health and safety methods in place.

Over the past two decades, construction companies have had many safety improvements.  For instance, legislation and better construction methods are key factors. In addition, the adoption and implementation of health and safety management systems has increased. Particularly targeting incident reporting and incident management processes.

Implementing digital QHSE workflows

Today, more and more companies are going digital.  Moreover, automated systems, workflow software and online forms are increasingly rising. Adoption will allow you to keep up with competitors. As well, it further displays current safety practices in your company.

Incident reporting guidelines and procedure

Traditionally, incident reporting was reactive and tended to use only past incidents as review basis. A phone call, meeting and note in the accident book might have been the only way to record incidents. Clearly, this isn’t a secure method for incident management or health and safety quality control.

In organisations, there are industry standard reporting guidelines to manage health and safety. One of the common features of industry guidance is to ‘Plan, Do, Check, Act’. An automated process can complete this for construction incident reporting.

Digital construction incident reporting tools

Standard incident reporting procedures normally involve specific reporting tools such as a form to fill in. Also including, a process to follow to escalate the incident to management. That is, depending on the severity.

Digital workflows and process automation reduce process failure. For instance, there is less reliance on employees to take positive action. For example, making phone calls and sending emails.

Legislation and incident reporting

Legislation varies from country to country. But, generally it places a duty of care upon construction workers. That is to say, it manages the health and safety for themselves. And for those around them, so far as it is reasonable.

More information on this can be found on the relevant government website for your region.

There are numerous regulations that you must be aware of when working on a construction site. For example, lifting operations, control of hazardous substances or incident reporting guidelines. With online forms and QHSE workflows, you can easily automate legislation compliance.

Companies thinking ahead use business process automation for effective audits of construction sites. For example, compliance with laws, regulations and good industry practice. As a result, strengths and opportunities emerge, identifying room for improvement. Changes can then be made for better health, safety and quality on construction sites. In addition, it can highlight areas that raise concern, to urge corrective action.

Why is your safety incident reporting procedure important?

Incident reporting workflow and procedure is incredibly important to any construction business. That is, from an ethical, statutory and profit point of view. Accidents are bad for business. Moreover, many clients ask for accident history when tendering for any work.

Without a good system to report incidents, it is harder to learn from past mistakes. Even more, it is difficult to make changes that avoid recurrence. This would be viewed negatively in any accident investigations.

incident reporting system
Incident reporting system

Identifying Trends

The ‘Check’ stage is recommended when managing health and safety. This involves performance measurement and investigating accidents, incidents and near misses. Hence why an efficient incident reporting workflow needs to be effectively in place. Simply put, incidents need reporting as soon as possible. Specifically, to capture details for escalation to appropriate managers.

Also, the procedure should identify trends. For example, minor hand injuries may not require serious escalation. However, larger numbers of minor hand injuries could signal a worrying trend. And therefore, is investigated to spot a pattern.

What could happen if your safety incident reporting procedure isn’t working?

For good reason, many countries have strict rules on reporting accidents. For example, the U.K. has Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013. Ireland has Safety, Health and Welfare at Work (Reporting of Accidents and Dangerous Occurrences) Regulations 2016. Further, the U.S. has the Occupational Safety and Health Act of 1970 where reporting is detailed in Section 8.

Regulations set out minimum reporting timelines. That is, for specified injuries, dangerous occurrences and occupational diseases. Therefore, a safety reporting process is critical. Reason being, it ensures that these issues are captured and reported in the statutory timescales.

Kianda software easily tailors to meet specific laws and regulations. As well as that, it prepares to adapt to any changes in legislation, as they occur.

An example of an report required by these regulations would be if a scaffolding collapsed in Ireland. It must be reported to the Health and Safety Authority in ten days, or risk prosecution. On the other hand, in the U.K., an incident such as this should be reported immediately.

Inefficiencies and inaccuracy in safety reporting can be fatal.

According to the Health and Safety Authority, in 2019 a total of 46 deaths occurred within the workplace with 12 people on constructions sites alone.

“Construction workers engage in many activities that may expose them to hazards. For example, falling from a height, unguarded machinery or being struck by construction equipment”

Incident reporting should be prioritized and consistent with every incident. Accordingly, this improves the incident management process. Consequently, reducing the number of accidents in the work-place.

Fatalities must be reported and even near-misses so that workers can implement different and new methods. In doing so, the likelihood of a future accident will decrease.

Penalties

Reporting a reportable occurrence is a legal obligation. And penalties are given to those who choose to ignore this. Consequently, there can be custodial prison sentences for the responsible person or persons. Also, a large fine for the business.

Learning from incidents reduces the risk of recurrence (and the severity if they do reoccur). Also, it is key to keep workers safe and incident free. In turn, this keeps a business profitable and successful. As well as promoting a safe or safer environment for employees.

incident reporting software
Incident reporting software

Why use digital workflows to manage incident reporting?

Digital workflow software can be used to implement online forms for incident reporting. Moreover, an online form is used to ease the reporting of incidents. Simply by providing visibility to management and obtaining key metrics related to the number of near misses and incidents.

It should also collect information about why incidents may have happened. Then suggestions on preventing recurrence.

Effective use of an online form for incident reporting reduces the time it takes for people to report incidents. Additionally, it reduces additional paperwork and tracks identified actions. Again, preventing recurring incidents.

Online forms also allow for high quality control standards. Simply, by setting mandatory fields for data input.

Management information and monitoring

Management can view weekly, monthly and yearly overviews of performance via dashboards. As a result, decisions aim to target reducing the risk of future incidents.

A track record of the steps taken is provided. This demonstrates company effort to improve their health and safety record.

By reviewing health and safety performance, lessons can be learned. Because of this, they can be shared through several mediums. For example, additional training, purchasing new equipment or a reviewing approved sub-contractors.

Implementing digital construction incident reporting

The end users of the system must be considered when implementing the systems. As well as those in the management chain. Barriers to reporting should be minimised. Further, employees should be trained and able to submit forms online or offline along with easily capturing incident data.

online forms for construction processes
Digital construction processes

Good practices

Effective incident reporting systems focus on near miss reporting and good practices. Near misses are useful for looking at close calls where someone has been lucky. With that said, essentially putting steps in place ensures that luck doesn’t play a part in people’s future safety.

An example of an incident report involving pro-active management is good practices. In short, this looks at what goes well and providing feedback to the teams. Particularly, improving morale and belief in health and safety incident management along with distributing good practices to other teams.

Kianda is a software platform, allowing companies like yours to automate and streamline business processes. With online forms, you can simplify your incident management processes easily. In doing so, you will deploy rapid incident reporting forms pro-actively and effectively.

Let us show you with a free customised demo what Kianda can do for you.

Request your live demo today!

About Author:
Osvaldo Sousa – Digital process automation expert with almost two decades of experience in information technologies. He is the CEO/Co-founder of Kianda Technologies.

RELATED ARTICLES:

https://www.kianda.com/blog/2019/06/19/digital-employee-onboarding-induction-for-construction/

https://www.kianda.com/blog/2018/11/06/benefits-of-digital-process-automation-in-construction/

https://www.kianda.com/blog/2019/05/29/according-to-forrester-report-22-of-companies-havent-begun-their-digital-transformation-are-you-one-of-them/

Make your holiday request form an easy to manage digital process

holiday-request-form

Managing your leave or holiday request form processes with manual tools or legacy systems can be quite the headache. Particularly for those in the HR department. But also, for the employee who submits the request. Moreover, many potential issues can arise in your leave management processes. That is, when using inefficient methods. 

The issues that arise simply lie within the quality of the leave management systems and manual methods used. Hence why it is critical for businesses to implement and use a sufficient digital leave management system.

As technology continues to evolve, many organisations become less reliable on defective leave management systems. But rather, switch to more advanced workflow automation systems like Kianda platform.


Challenges of manually handling your employee holiday request form

Using paper-forms, emails and spreadsheets to carry out a holiday request form is inefficient and unreliable. Because there is no way to centralize the data, there is no way to see who approved what and when. And, that is just one example.

Let’s have a look at some very common problems with an inefficient leave request process.

Leave request gets lost in thread of emails

email-for-holiday-request-formThese issues happens way too often. An employee sends their manager an email requesting annual leave. But, receives no response. Managers are busy, some more than others. However, holiday request forms still need to be completed and on time.

However, when a manager has hundreds of emails to get through, it is very easy to miss some. Even the important ones. As a result, holiday request forms become lost or convoluted in email threads. This is a prime example of how leave requests can easily go unanswered.

Or worse, they could go down the road of being approved and forgotten about. This brings us on to our next big issue with a manual holiday request form.

Rushing decision making when approving leave requests

The whole point of having a structure on leave management is to be prepared and organized. To grant employee annual leave, managers must consider many factors in their decision making. An example would be when an employee is out of work for a day or more. Employers need to ensure that there are enough staff to cover. So, in this case, specific information needs to be acknowledged. More clearly, required information might be dates or person/employee role. As well, number of annual leave days requested and even priorities.

It is difficult to pay full attention to these factors when all of this information is in multiple locations. But, because of this, it is easier to rush decisions and tick approvals off your list. Consequently, you end up short staffed. 

For instance, David the marketing manager actually needs to work 2/5 of his requested dates for the launch of a campaign. But, the manager who rushed his request into approval status is unaware. As a result, David ends up being absent from the launch of an important campaign.

Sound all too familiar? 

Business man wearing blindfold trying to hit targetsLack of transparency and visibility in leave management system

Tracking, monitoring and recording annual leave are necessary and useful steps. Simply because they influence decision making. In other words, they assist managers in making correct decisions, based on whether to approve or reject employee holiday requests. When your holiday request form process is deployed using multiple tools, decision making becomes difficult. More clearly, it is impossible to have a clear overview of all leave requests and approvals.

Decentralized systems can cause chaos when it comes to managing a holiday request form. The knock-on effect from invisibility more or less provides a blind insight into the entire process.

In short, the lack of transparency makes it difficult to make decisions. As well as that, it is time-consuming and confusing trying to multi-task between emails, paper-forms and spreadsheets. By the time you have analysed your spreadsheet of who is on leave the same day Mark requested off, you forget where you put the paper holiday request form.


Leave Request Processes made easy

A digital leave / holiday request form is one of many processes that can be easily carried out using of workflow software. With the use of technology, managing tasks digitally has increased significantly. However, some organisations are still caught up with using outdated methods. And, or legacy leave management systems.

Many HR departments face challenges with manual processes. Even with simple tasks like holiday requests. Employee expectation of digitally managing tasks continues to rise. Simply due to increasing use of digital tools that promote mobility. 

Therefore, HR departments need to learn to adapt to new trends that assist them in meeting employee expectations. Also, they need to consider productivity increases from using more efficient ways of carrying out business tasks.

HR Managers improve processes by introducing digital technologies together with new strategies. By simply automating processes like leave / holiday request management, organisations can bring significant time savings.

In addition, by saving time you are also saving costs. For instance, managers take up a chunk of time just to carry out leave and holiday request processes. And by way of retaining this time, it can be dedicated to other aspects of the business. Resulting in completing operations at a much faster pace, ultimately scaling productivity.

Needless to say, optimising holiday request forms largely reduces administrative burden. So, along with improving quality in processes, work can be less stressful for many. Moreover, completing tasks with less challenges is much more motivating. And subsequently, a lot more rewarding.

It is time to ditch outdated paper forms and untraceable emails for holiday approvals…


Want to see what Kianda can do for you?

Request a live demo


4 reasons why you should adopt a digital holiday and leave management system 

    1. Reduce errors, save time and increase efficiency

    2. Greater visibility of approval status

    3. Automated approvals of requests

    4. Instance notification of rejection / approval status and regular reminders

Moving to a digital solution eliminates inefficiency and error-prone outcomes you might face. For instance, using Excel sheets for this purpose. Or even papers or back and forth emails. For the reason that managers need to prepare, absences should be recorded accurately. As a result, trends can be spotted and actions can be put in place.

Annual leave, sick leave, maternity or paternity.

Whatever the case may be. Leave of any form will not affect business operations when using an efficient digital leave management system. Digitally managing and tracking leave makes the process easier for managers and employees.

Manual holiday request management can take a significant amount of time to organise. Therefore, it is important to deal with these requests proactively. Especially when it is holiday season or when sick leave requests increase significantly. For example, due to an outbreak such as COVID-19.

Holiday approval form

To calculate sick leave requests made by the entire company for a given year requires spending hours or even days. And that is to just go through papers. Not mentioning distributing data or information to other relevant personnel.

On the other hand, if the information is in a digital system, it will only be a click away. To improve the efficiency, the first step is to move from paper to online forms.


A digital leave request form can do many things

With an intuitive digital approval workflow like Kianda platform you can manage and approve all requests in one place. As well as that, you can easily track all requests in Kianda customisable dashboard.  In other words, you can tailor your dashboard to your organisation’s unique needs. In doing so, you gain a crystal clear overview of everyone’s requests.

As a result, you can take precautions to ensure you have enough staff available. For example, during the periods of high demand such as summer you may need extra workers.

Neither you nor the employee will need to worry about miscalculations.

Optimising your holiday request form process quickly ensures a fair and transparent management to the staff. Consequently, improving employee satisfaction.


leave-request-form-templateHoliday request forms simplified

In a single platform, staff request annual leave by simply providing details and submitting. Then, managers approve and a record is saved in the system. This gives you full visibility and overview of all requests.

The flexibility of the form enhances collaboration and communication between relevant departments. Subsequently, allowing the process to flow smoothly and rapidly.

Access to the correct information is provided clearly. Therefore, you know when your staff is on leave, allowing you to prepare in advance. Employees can easily view their balance of remaining days and raise their requests. Managers get notified and they simply review and approve requests.

Managers can reject or ask for modifications from staff. As well, scheduled reminders are set for when a manager does not approve on time. As a result, approvals are submitted in a timely manner, allowing the process the be swiftly completed. Additionally, the reminder notifications prevent requests from building up or going unanswered.

It’s as simple as that!

Remove the hassle of paper leave requests with the use of an automated workflow software. 


Let us show you with a free customised demo what Kianda can do for you.

Request a live demo


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Travel Request Form

Per Diem Approval Workflow

Per-Diem-Request-Dashboard

Per Diem expenses can include different forms of costs for an employee related to business activities. In short, it focuses on the cost for an employee to take a business trip. Overall, it helps businesses to handle expense management efficiently and securely.

Purpose of Per Diem and expense management

Expense management is simply put in place so that employees don’t need to keep a paper record of their expenses. In addition, per diem processes reduce the administrative burden on financial teams.

For instance, employees don’t need to keep a track record of multiple receipts. As well, it removes the need for these expenses to be checked and reimbursed.

The most common Per Diem expenses include overnight accommodation, daily meals and other travel expenses. In general, these are the typical expenses for a business traveler.

As a result of providing daily allowances, there is better control over business finances. Due to gaining superior control, managers can predict financial costs for the business.

Using an online form to automate the per diem process will reduce the hassle of manually performing the task.

Digital forms improve the Per Diem processEmployee receipt records for expense management

Increasingly, companies are adopting digital solutions to streamline Per Diem approvals. An expense tracker app for per diem and expense management allows the processes to become completely paperless.

As a result, the entire process can be rapidly completed.

Kianda platform offers a per diem template so that users can scale up expense management at a faster pace. Traditionally, managers would manually carry out this process across paper-documents and spreadsheets.

On the other hand, an expense tracker app reduces the amount of time a per diem approval would normally take. In addition, it saves costs and increases efficiency.


Expense management using an expense tracker app

Per Diem Approval workflow includes employees providing the travel plan. Following that, the manager either approves or rejects the travel expense. This is based on a simple calculation of per diem amount, multiplied by a number of days.

With this simple workflow template you can set per diem allowance rates based on the location in a standard way. When an employee starts a request form, rates can easily be calculated. Further, they are then submitted, avoiding any errors or misunderstandings.

In this sample template, an employee has the option to request only Per Diem, Travel or both. To begin, the procedure starts with the employee initiating the process. And they do this by entering personal information and travel details.

The system automatically calculates rates based on the location and number of days. Once the employee submits the request, a manager approves or rejects. Finally, the flow continues with Travel team or Payroll team.

This template comes with Per Diem request Dashboard for reporting. Alternatively with Kianda, a single dashboard for all their approval tasks can be configured for managers to overview.

As a result, they can easily monitor what is waiting for their approval and what has been approved. Most noteworthy, they can do so with full visibility of the progress of each request.

Streamline your organisation’s per diem expense management. Eliminate the errors and achieve consistency with an effective expense tracker app for per diem approval processes.


Kianda is a NO-CODE business process automation platform. We empower business users to accelerate innovation through digital transformation.

Want to see what Kianda can do for you?

Request your live demo


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How to optimise Per Diem Management for Aviation

Aviation per diem management
Aviation per diem management

What is Per Diem anyway?

Per Diem means Per Day. Also, referred as daily allowance.

It is a particular measure of money an organisation provides for an individual to ensure better expense management. To be more clear, it is frequently a representative of the organisation.

It covers everyday costs when travelling for work. A per diem can incorporate part, or the majority of the costs acquired. And most companies pay the government rate, which is based on the cost of living in the location being visited.

In aviation, per diem is usually available to a pilot, flight attendant, crew member or office staff who are travelling for business. Specifically, it is the reimbursement for his or her meals and incidental expenses. And, every airline pays differently per diem rates.

Read – How an aviation company streamlined their HR and Finance processes

One method is employees request the actual cost of meals, lodging, and incidental travel costs may be deducted. That is, subject to certain limitations, providing the invoices and receipts.

On the other hand, there is the allowance method. In short, an employee is only required to prove where they were, and that they were travelling as a requirement of their work. Generally, in the aviation industry, most employees and independent contractors use the allowance method.

How to optimise per diem management

Kianda Forms allow users to manage per diem, all in a single platform. In turn, this strengthens overall expense management in an organisation.

With an automated workflow, flight personnel or office staff can easily make per diem requests. And they can submit their requests, before or after they travel.

This automated process empowers personnel to do their per diem calculations and request rapidly. It is presented as a simple online form where employees can consult what is available to them.

Kianda platform provides capabilities for users to work offline. That is to say, it is highly suitable for industries that involve a lot of remote working, in remote areas.

As employees in the aviation industry frequently fly on long-haul flights, remote access is essential.

With Kianda, they can submit per diem requests, even when they are off-line during a flight.

Employees can easily reach the information they need and submit their per diem requests. More importantly, they can do so without any delays or unnecessary email communications.

Information related to the submissions can be stored in the company’s existing data systems. Moreover, to ensure regulations and compliance, all information can be managed and tracked efficiently.

Looking for a better solution?

Talk to us today!

Eliminate the errors to bring consistency in your per diem management process. In addition, managing processes digitally reduces the amount of time a task would normally take. Because of this, saving time allows you to instantly save costs. With more time on your hands, you can devote it to other aspects of the business.

Moreover, per diem allowances enable better expense management. As a result, managers have greater control over financial spending across the business.

Discover how Kianda Forms can allow you to achieve great results. Above all, you can take your operations to the next level within Aviation industry with digital process automation.

To see how Kianda can help you, request a free live demo today!

Request your demo


Derya SousaAuthor: Derya Sousa COO of Kianda Technologies 
Helping companies to operate paperless, delivering custom business applications rapidly with no-code digital process automation platform Kianda.

Kianda is a business process automation platform that allows companies to digitalise and streamline their processes with easily built online forms and workflows.


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