By understanding the underlying policies, procedures and culture, ATCO can identify applications that fit the ATCO way.
VUCAP specialises in integrating data into business decision-making and automating processes in-turn reducing risk and advancing the organisation's strategy.
The following guide is designed to assist the ATCO team to identify OHSE and Risk software applications that fit within the ATCO culture and support best practice policies and procedures.
We'll break down some suggested steps, approaches and frameworks that we would use to identify the best tools to achieve the result.
Depending on the ATCO requirements some of this evaluation may or may not be needed. This guide gives a complete overview of the VUCAP approach whilst remaining flexible to the ATCO needs.
ATCO is currently seeking to identify suitable risk management software to support the organisation's approach to managing risk. In particular, the risk associated with Occupational Safety & Health is of key importance.
It is recommended that this guide be used to structure an approach to evaluating the available software options in accordance with the specific needs at ATCO.
This guide does not, however, consider the possibility of developing an in house solution, which may also be an option.
Our Approach: Frameworks and methodologies
VUCAP's approach to evaluating software looks at both internal and external factors in order to ensure that the evaluation is done with the very specific needs of the organisation in mind.
We would recommend first of all developing the context of the evaluation, then reviewing legislation and best practice. By this time the organisation will have a fairly good but generic understanding of the features the software should have.
From here the factors specific to the organisation need to be identified in more detail. Factors such as governance and operational objectives, existing IT infrastructure and people and culture.
This will assist the organisation to formulate technical specifications that the software must have, to be of value.
With this level of detail, decision-makers can be assured that they are making informed decisions.
Figure 1: VUCAP ESS (Evaluating & Selecting Software) Framework
Figure 2: Example of VUCAP ESS Tool for ATCO
Defining the context
By defining the context of the evaluation we are able to ensure that each key stakeholder's needs are understood at the highest level. This work then flows on to developing a very clear scope of work for the entire evaluation process.
Figure 3: Example of VUCAP ESS Tool for ATCO - Top level questions used to define the context of the evaluation
Legislation, codes of practice, guidance notes, standards, policies and procedures and available software
The desired software must be able to meet legislative and best practice expectations, now and into the future. It must do this whilst also being adaptable to the organisation's internal policies and procedures. This will inevitably mean communicating with other systems and being customisable so as to keep to the same language as the organisation is accustomed to.
Figure 4: Example of VUCAP ESS Tool for ATCO - Top level questions used to evaluate legislative and best practice requirements whilst also meeting internal policies and procedures
Alignment with strategy and business plans
The previous two assessments give a good basis for what the software should do but they do not take into consideration the specific strategic or operational alignment that the software must achieve to be a valuable introduction to the organisation.
This component of the evaluation ensures that the organisation's strategic and operational goals are understood and the software shows clear and compelling alignment with those goals.
Figure 5: Example of VUCAP ESS Tool for ATCO - Top level questions used to evaluate alignment with strategic and operational goals
Integration with and suitability for existing IT infrastructure
The software must integrate with the existing IT infrastructure. This may mean that it draws or pushes information to other systems or it may mean layering tools over the top that are able to draw data and from the various applications into a single interface.
This component of the evaluation is critical. Understanding these challenges will assist with the effectiveness of not only the software selection but also its eventual roll out in the organisation.
Figure 6: Example of VUCAP ESS Tool for ATCO - Top level questions used to evaluate integration and suitability for existing IT infrastructure
Adoptability into the existing culture
Adopting new software signifies a change in the organisation. more than 50% of change initiatives in organisations fail. To ensure that this does not fail the organisation needs to consider individual and group human behaviour and how the software aligns with individual and group behaviour.
The software must fit the culture of the organisation and be easily adopted. This involves significant change leadership planning which starts with carefully selecting the best software solution to fit the culture.
Figure 7: Example of VUCAP ESS Tool for ATCO - Top level questions used to evaluate adoptability into the existing culture
With the previous steps of the evaluation completed the technical specifications of the software can be developed. The key difference here is that these specifications will be customised to the organisation's needs, instead of being generic specifications that are formed based on best practice but not on the needs of the specific organisation.
The below screenshot is an example of how we would program specifications into the evaluation tool based on the previous evaluation steps.
These points are an example only and have been based on generic requirements based on previous experience.
Figure 8: Example of VUCAP ESS Tool for ATCO - Example of typical OSH specific technical requirements
Consulting and Advisory Team
This guide has been specifically put together for the benefit of ATCO decision makers. The aim is to assist the organisation to conceptually build an analytical framework that supports the evaluation of future software that is best suited to the organisation's needs.
The guide brings together internal and external requirements and feeds this into the development of technical specifications. VUCAP is well placed to advise on the specific technical specifications due to its team being made up of specialists from backgrounds including computer and network security, environmental and occupational health and safety, communications and change leadership.
We hope that this guide is of benefit to the ATCO team. We have aimed to cover a succinct approach to evaluating software with the organisation's unique objectives and attributes at the center of the evaluation process.
We would be more than happy to present this information in more detail in person. Therefore giving the ATCO team an opportunity to discuss modifications to the approach that would be more suitable to the specific needs within the organisation.
For your convenience, we have included a basic and generic checklist (top level questions from the ESS Tool), available for you to download.
Andre De Barr
Tel: 08 9389 4499
Mobile: 0429 065 709