COMPANY CORPORATE PROFILE

Company OverviewHSE Management Software Solutions Limited is a subsidiary company of Varel Group of Companies Limited which is established in Kenya as a pioneer in providing software-based Management Systems within the Sub Sahara African region. These management systems softwares include: Enterprise Facilities Management Software (eFM), HSE Management Software (HSE), Process Safety Management Software (PSM), and QA/QC Management Software (QA/QC).

We have a proven track record of providing Software based solutions and consultancy to organisations ensuring compliance to the Quality Health Safety & Environmental, Process Safety and Facilities Management legislations and standards of best practice.

Our clients benefit from our specialized knowledge and experience from members of our team who have acquired appropriate skills and experience in developing, implementing and reviewing QHSE, Process Safety and Facilities Management Systems. This helps in ensuring our clients commit to protecting their employees, stakeholders, assets and the environment which results in increase in profit margins and protection of their reputation.

Leadership Team

Our leadership team is composed of highly experienced members from diverse backgrounds representing key regions and divisions.

1. Managing Director

2. Quality Health Safety Security & Environment (QHSSE) Manager

3. Software Development Manager

4. Software Engineer

5. Process Safety and Reliability Engineer

6. Human Resources & Administration (HR) Manager

7. Commercial Manager

8. Finance Manager

9. Procurement & Contracts Manager

Mind boggling benefits of using a QHSE Management System

Our QHSE Management Software is a holistic Quality Health Safety & Environment Management Systems which follows the requirements of the quality health safety & environmental legislations and standards of best practice such as ISO 9001, ISO 45001 and ISO 14001. This ensures compliance and ultimately companies meeting their legal responsibilities.

The QHSE Management Software provide support for the QHSE processes such as job hazard analysis (JHA), risk assessments, training management, compliance audits, document control, accident reporting, gap analysis, investigations, inspection of work equipment and site premises, permit-to-work, supplier/contractor management, annual action plans and much more.

This is provided as a single web and cloud-based software tool for all industries including the highly hazardous process industries. Different users have access to different elements and documentations with options such as read-only, comment-only or editing access. As all information is held online so users can access it from anywhere with a secure login. This can be done on personal computers, laptops, tablets and smart phones.

The QHSE Management Software covers all industries’ requirements for the management of quality health safety and environment across an organisation.

It’s easy-to-use features enable an organisation to keep records, track action plans, establish trends, conduct management reviews, produce monthly statistics, investigate accidents, near misses and dangerous occurrences effectively.

QHSE Management Software will benefit organisations working to international standards who are seeking to implement effective quality health safety & environment management across all areas of their operation. Ensuring that line managers, supervisors, employees and contractors within the organisation have a sound understanding of the principles of managing risk which is a key building block of an effective safety culture.

HSE Management Software Solutions Limited

HSE Management software is composed of the following modules1. Yearly Action Planner

Producing a yearly action plan can be beneficial to any organisation. It will assist in monitoring progress made and therefore, increase efficiency in the implementation of the HSE Management System. In the long run, the organisation will achieve its set goals, targets and objectives. This element contains forms which sets out tasks and target dates for implementation of the HSE Management System ensuring compliance to the standards.

2. Behavioural Management This element includes safe work observations and behavioural safety audit forms which can be used when observing how employees and contractors are carrying out their duties at the workplace. The reports can then be analysed and reviewed in order to improve the safety culture within the organisation.

3. Training Management This element provides training records in terms of a matrix which captures all employees training needs within the organisation. This information can then be tracked and analysed in order to generate reports identifying those who have not been trained and those who require re-certification.

4. Incident Management Here you will find all records of incidents, near misses, ill-health, environmental damages, incident investigations, enforcement notices, insurance claims, incident frequency rates etc. This allows the organisation to identify root causes and trends and carry out analysis to enable the organisation develop control measures which will assist in prevention of accident or ill-health occurrence.

5. Risk Management This element provides identification of hazards, evaluation of risks and control of residual risks within an organisation. Both qualitative and quantitative risk assessment methods have been incorporated. Risk assessments such as job hazard analysis (JHA), noise surveys, manual handling, Display Screen Equipment (DSE) surveys, Control of Substances Hazardous to Health (COSHH) assessments etc are available here. These are then recorded in the risk register for analysis and management review.


6. Auditing This element provides auditing techniques and forms which are used periodically to provide assurance to the organisation that the HSE Management System is being implemented and that it is operating as planned. The information extracted from the audits can then be used during periodic management reviews to ascertain whether the organisation’s health, safety & environmental objectives and targets have been made.

7. Asset Management This element ensures that the organisation maintains their assets in good working condition. This applies to any company assets such as plants and equipment, premises etc. which should continuously be inspected and maintained by ensuring the registration of equipment and PPE, and maintaining issuing records, electrical and mechanical testing records etc. It will assist in tracking information on maintenance and inspections of the organisation’s assets thereby increasing their reliability.

8. Contractor Management This element enables the organisation to manage all suppliers and contractors from the initial assessment and registration process to continuously appraising their performance when on site. The contractors’/suppliers’ data are recorded at this element which can then be accessed by key personnel within the organisation. This ensures suppliers and contractors comply with the organisation’s set standards.

9. Environmental Assessment Organisations owe a duty of care not only to employees and others, but to the environment too. For this reason, every organisation has a statutory duty of prevention of environmental damage. This can be achieved by reviewing the organisation’s operations, activities, products and services to identify aspects which may have significant impact to the environment and intervene by prioritizing actions for controlling the risks.

This element therefore, offers environmental assessment, waste registers, transfer notes, permit requirements, waste transfer and disposal records etc. These items can be used to assist the organisation comply with the regulations thereby managing costs.

10. Permit to Work

Permit-to-work (PTW) refers to management systems used to ensure that work is done safely and efficiently. These are used in hazardous industries and involve procedures to request, review, authorise, document and most importantly, de-conflict tasks to be carried out by front line workers. Permit to work is an essential part of safe systems of work, the integrated management of business-critical maintenance processes. Safe systems of work is made up of permit to work, hazard identification and risk assessment (RA), and isolation management. Here you will find hot work permit, confined space permit, work at height permit etc.


Process Safety Management (PSM) SoftwareProcess Safety Management (PSM) is the prevention or minimisation of release of highly hazardous chemicals to Major Hazard Sites. Major Hazard Sites are industrial sites that manufacture, process or store dangerous chemicals and substances in quantities that could pose a risk to workers, people in the vicinity of the site, and the environment in the event of a major accident.

These “major accidents” include fires, explosions or incidents in which dangerous substances are released.

Major accidents are rare, but can occur at sites ranging from large petrochemical plants to chemical storage warehouses. This element assist in the management of a number of technical, managerial and human factors activities which, if not managed effectively, may lead to a major accident in future.

The PSM software is composed of the following modules:

1. Yearly Action Planner

Producing a yearly action plan can be beneficial to any organisation. It will assist in monitoring progress made and therefore, increase efficiency in the implementation of the Process Safety Management System. In the long run, the organisation will achieve its set goals, targets and objectives. This element contains forms which sets out tasks and target dates for implementation of the Process Safety Management System ensuring compliance to the process safety standards.

2. Asset Management

This element ensures that the organisation maintains their assets in good working condition. This applies to any company assets such as plants and equipment, premises etc. which should continuously be inspected and maintained by ensuring the registration of equipment and PPE, and maintaining issuing records, electrical and mechanical testing records etc. It will assist in tracking information on maintenance and inspections of the organisation’s assets thereby increasing their reliability.

3. COSHH Assessment

Carrying out a COSHH assessment to identify hazardous substances which are likely to be present in your workplace is key. A COSHH assessment helps you to identify the hazards and risks from hazardous substances in your workplace. It is a thorough risk assessment that concentrates on your workplace’s exposure to hazardous substances.


4. Human Factors Assessment

Industry generally understands that human factors issues are important to safety (process safety and facility safety). There are processes and elements within a facility that can be directly affected by human interaction and this interaction must be considered when looking at the risk associated with a process or piece of equipment. Human factors play a role in Process Safety and need to be included in covered and non-covered processes alike.

5. Incident Management

Here you will find all records of incidents, near misses, ill-health, environmental damages, incident investigations, enforcement notices, insurance claims, incident frequency rates etc. This allows the organisation to identify root causes and trends and carry out analysis to enable the organisation develop control measures which will assist in prevention of accident or ill-health occurrence.

6. Management of Change (MoC)

Management of Change (MoC) is a best practice used to ensure that process risks and hazards are properly controlled when an organization makes changes to their facilities, operations, or personnel. Effective MoC involves review of all significant changes to ensure that an acceptable level of safety will be maintained after the change has been implemented. From this evaluation, the proposed change can either be set for implementation, amended to make it safer, or rejected entirely.

7. Mechanical Integrity

Equipment or assets used for the production of products made from specific quantities of hazardous materials should be mechanically sound. These equipment/assets include fixed equipment such as pressure vessels and storage tanks, piping systems and associated hardware (valves, fittings, etc.), relief devices, vent hardware and emergency shutdown/control systems. Others include rotating equipment/assets, such as pumps, blowers, fans, and compressors that may be used to move hazardous materials within these assets. Mechanical integrity encompasses the activities necessary to ensure that equipment/assets are designed, fabricated, installed, operated and maintained in such a way that they provide the desired performance in a safe, environmentally protected and reliable fashion. It involves the evaluation of condition requirements through regular monitoring and inspection of the condition of these assets.

8. Permit to Work

Permit-to-work (PTW) refers to management systems used to ensure that work is done safely and efficiently. These are used in hazardous industries and involve procedures to request, review, authorise, document and most importantly, de-conflict tasks to be carried out by front line workers. Permit to work is an essential part of safe systems of work, the integrated management of business-critical maintenance processes. Safe systems of work is made up of permit to work, hazard identification and risk assessment (RA), and isolation management. Here you will find hot work permit, confined space permit, work at height permit etc.

9. PSM Auditing

OSHA 1910.119 requires compliance audits to be carried out every three years. A PSM compliance audit helps companies determine whether they are doing what is required for compliance against OSHA’s PSM mandate. Compliance audits also help companies determine if they are following their PSM policies and protocols. In essence, they serve as a company’s most critical measurement tool for PSM effectiveness and compliance.

10. Risk Management

Chemical process risk management entails the study of unintentional releases, fires, explosions at petrochemical plants, pipelines, etc., in terms of their causes, consequences and likelihoods. It entails the things we do for managing the risks of chemical processes. This element is composed of various risk analysis tools such as Facility Layout and Siting Analysis, Failure Modes Effects and Criticality Analysis (FMECA), Hazard and Operability (HAZOP) Analysis, Process Hazard Analysis (PHA), Process Safety Review etc.

11. Training Management

This element provides training records in terms of a matrix which captures all employees training needs within the organisation. This information can then be tracked and analysed in order to generate reports identifying those who have not been trained and those who require re-certification.


Quality Assurance/Control Management (QA/QC) SoftwareA quality assurance/control management (QA/QC) can have several purposes, each of which may be emphasized to varying degrees. In working toward its goals, it can try to prevent problems from occurring, detect and correct those problems that do occur, and encourage higher standards of care. It can attempt to remove or rehabilitate poor work ethics, improve the average level of practice, reward excellence, or use some combination of those goals. It can be used in disseminating practice guidelines, initiating organisation-wide continuous improvement, designing management system with uniform data elements, and monitoring its effectiveness at an organisational level.

The QA/QC Management software is composed of the following modules:

1. Internal Audit

A Quality Assurance/Quality Control internal audit enables an evaluation of the organisation’s activities in conformance with the International Standards. The programme also assesses the efficiency and effectiveness of the internal audit activity and identifies opportunities for improvement.

2. Non-Conformance Report

A non-conformance report, non-conformity report or NCR is a document that addresses issues where there has been a deviation from the project specification or where work fails to meet agreed quality standards. The NCR process is used to determine a resolution with the customer/client and documenting any corrective changes made through to the close out of the NCR.

3. Project Audit & Review

A project audit will be able to determine the status of work performed by a project team and compare it with central planning documents like the statement of work, schedule, and budget. Project reviews are an opportunity for valuable positive feedback. They also allow the project team a chance to see what is working well, and further embed good practices as well as challenge bad ones.

4. Quality Improvement Report

Quality improvement is a systematic, formal approach to the analysis of product quality and efforts to improve performance. Understanding and properly implementing Quality Improvement is essential to a well-functioning programme, and is necessary for any organisation interested in improving efficiency, product safety, or client satisfaction.

5. Quality Process Audit

Quality process audit is the process of systematic examination of a quality system carried out by an internal or external quality auditor or an audit team. This can help determine if the organisation complies with the defined quality system processes and can involve procedural or results-based assessment criteria.

6. Quality Product Review

Quality Product Review is a mechanism to ensure that data captured by the organisation’s Quality System is reviewed for trends to verify the appropriateness of current specifications for both product materials and finished products while highlighting any adverse quality trends. It is designed for the purpose of identifying and implementing recommendations for required improvements.


Enterprise Facilities Management (eFM) SoftwareFacilities Management is the organisational function which integrates people, place, process and technology within the built environment with a purpose of improving the quality of life of people and the productivity of the core business in conjunction with the auxiliary as well as the support services.

The software is based on the ISO 41001: 2018 Facilities Management – Management Systems. It facilitates the management of properties, equipment, including maintenance, legalities and personnel. The software helps property or facilities managers to manage, control and account for properties which in the end ensure optimization of the whole life cycle of any built assets i.e. from acquisition, operation, maintenance, refurbishment, repair and end of life (disposal).

The eFacilities Management software is web and cloud-based software which has a capability of being used on PC/laptop, ipads, tablets, smart phones etc. The software is usable in any type and size of building properties such as residential, commercial and industrial.

The benefits of using eFacilities Management software are immense:

i. Ensuring regulatory compliance

ii. Elimination of paper-based methods which are cumbersome and inefficient

iii. Leads to improved services to tenants

iv. Reduced maintenance and operational costs to organisations

v. Efficient asset registration, maintenance and record keeping

vi. Provision of status reports – daily, weekly, monthly, annually

vii. Ease of tracking of assigned and completed tasks

The Enterprise Facilities Management (eFM) software is composed on the following modules:

1. Help Desk Management

This module serves as a single point of contact for users to gain assistance in resolving maintenance issues within an organisation. It helps in managing and raising of maintenance service requests or tickets. It collects and tracks all customer or client support interactions from various users. The module contains work order and customer satisfaction survey.

2. Energy Management

This module takes care of monitoring and reporting an organisation’s or property’s energy usage data including environmental sustainability. The data is then analysed and presented in graphical format which


enables the user to view the energy performance in real time and generate reports which can be used to help drive energy efficiencies.

3. Maintenance Management

This module maintains a database of information about an organisation’s or property’s maintenance operations. It assists maintenance personnel to do their work efficiently and effectively by determining which assets require maintenance, the location of spare parts etc. It also helps management to make informed decisions such as calculating the cost of machine breakdown and compare this with the cost of preventive maintenance.

4. Space Management

Office space management is the process of organising furniture and office functions to work effectively together while using space efficiently. Minimum standards of spacing is considered in this module.

5. Facility Booking Management

This module provides the management of shared or rentable facilities and resources. Efficient facility booking management will enhance production in the workplace. The module can be used to book building facilities such as meeting rooms, conference rooms, office space, sports facilities, equipment, training facilities, etc.

6. Financial Management

This module is useful for portfolio management and asset management. It involves planning, organising, directing and controlling the financial activities e.g. procurement and utilization of funds of the property with the aim of applying general management principles to financial resources of the property.

7. Property Management

This module helps the property or facilities manager to oversee different types of properties (residential, commercial or industrial), including apartments, detached houses, condominiums, shopping centres and office blocks. Handling of every detail of running a property involves a lot of documentations which can be found in this module.

8. Vendor Management

This module manages and procures suppliers or contractors-based services. It helps the property or facilities manager in controlling costs, reducing potential risks related to vendors and ensures efficient and faster delivery of services. It involves selection of the best vendors, sourcing and obtaining pricing information, gauging the quality of work and evaluating work performance of vendors etc.


Our yearly subscription fee is affordable with no hidden costs!This fee includes the QHSE, eFM and PSM Management Software regular updates, upgrades and prompt support from our professional staff. Organisations can either subscribe for a single or full package of the management softwares. Single packages have the ability of addition of other tools when needed.

Pricing generally depends on:

i. The number of sites/properties that you have

ii. The number of employees at each site/property

iii. The number of packages you have selected for use

iv. The duration of subscription


Other ServicesConsultancy

We specialize in developing softwares and delivering of Quality Health Safety & Environmental services across the following areas:

i. Noise assessment and control

ii. COSHH Assessments and control measures

iii. Confined space risk assessments and safe procedures

iv. Construction safety project supervision

v. Assessing legal requirement in terms of Health & Safety Laws

vi. Helping set up health & safety committees

vii. Health and Safety Support Service

viii. General risk assessments

ix. Work at height assessment and supervision

x. Health and Safety Management System development

xi. Environmental Management System development

xii. Quality Management System development

xiii. Process Safety Management (PSM) System development

xv. Facilities Management System development

xvi.. Reliability Engineering

xvii. Manual handling, VDU and lone working

xviii. Contractor appraisal and approval

xix.Compliance Audits

xx. Fire Risk Assessment

Training

We provide on-site or web-based end-user training which can be tailored to your organisation. Our trainers are highly skilled and experienced specialists in providing the QHSE, eFM and PSM Management Software training with courses tailored to the end-user requirements.

Support

We provide a dedicated team of professionals who are available to ensure that all your concerns are addressed in a professional and timely manner. Our qualified Trainers, QHSE Advisers, Process Safety & Reliability Engineers and Software Development Specialists are available when needed.

Contact Us

For any questions regarding our QHSE, eFM and PSM Management Softwares or request for a demo, please contact us.

We will endeavor to get back to you as soon as possible.


Karen Plains Arcade, Karen Karen Plains Road off Karen Road

P.O. Box 61988 – 00200Nairobi, Kenya

+254 (0) 798 668 026 [email protected] [email protected]

w w w . h s e m a n a g e m e n t s o f t w a r e . c o m

COMPANY CORPORATE PROFILE - HSE Management Software

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