Independent Risk Management consultancy CARDINUS provide an overview of how Mobile Workforce Management Solutions from BigChange help to robustly manage Health & Safety across the business operation. www.bigchangeapps.com

1. Health and safety management
Cardinus Risk Management explain why safety
comes first with JobWatch powered by BigChange

2. Contents
3 Introduction
4 How it works
5 Benefits
6 Improving behaviour and communication
6 A system that greatly enhances safety management
7 Examples
9 JobWatch health and safety features
10 How Cardinus can help
Cardinus Risk Management Limited
4th Floor
3 East Grinstead House
Wood Street
East Grinstead
West Sussex
RH19 1UZ
Tel: 020 7469 0200
Email: info@cardinus.com
Web: www.cardinus.com
JobWatch
powered by: BigChange
BigChange Apps Limited
Leeds Innovation Centre
103 Clarendon Road
Leeds
LS2 9DF
Tel: +44 (0)113 384 5777
Email: info@bigchangeapps.com
Web: www.bigchangeapps.com
2

3. The healthier perception is that jobs are carried
out safely and efficiently through the integration
of good practice and compliance in to all of
the organisation’s systems. It is vital to have
a robust safety management system in place
that provides good evidentiary support, and
to ensure that employees embrace a positive
safety culture while following safety policies and
procedures.
It has long been problematic for organisations
to provide an up-to-date system for employees
that adequately addresses all risks and allows
them to record any changes, communication,
briefings or incidents. It has also been difficult
to evidence that a risk assessment has been
viewed and, where necessary, amended to
address the related issues. However, such tasks
are essential, not least because any changes
in a job’s circumstances (such as weather,
road conditions or access) must be taken into
consideration.
These issues are now no longer a problem
thanks to a new generation of digital process
management and monitoring systems, enabling
the seamless integration of health and safety
processes into the running of businesses. By
building our safety procedures into these
systems and harnessing their monitoring power,
feedback and communication features, we can
be confident that we are always working as
safely as possible.
One such system is JobWatch powered by
BigChange, a unique and complete package
facilitating the planning, scheduling and
management of mobile workforces. JobWatch
replaces manual planning and paperwork,
providing businesses with an intuitive and easy
way to keep the office and mobile teams in total
synchronisation. Office-based teams access
JobWatch from any web browser, while mobile
workers can instantly view everything they
need using the BigChange mobile computer or
app. In order to maintain safety, drivers cannot
operate the computer while their vehicle is in
motion.
JobWatch was created with safety and duty
of care very much in mind, embedding health
and safety into the activities it monitors and
reports upon. It provides organisations and their
management with evidence of their efficient
health and safety management by identifying
risks, providing effective controls (which are
then communicated and monitored), and
ensuring that any issues are dealt with.
Introduction
Managing health and safety is a serious business. There is often however a tendency to
create separation between such an important subject and a company’s core organisation;
health and safety roles, departments and policies are regularly quite divorced from the
organisation’s central business or services.
This isolated treatment has generated widespread negativity in attitudes toward health
and safety professionals and initiatives. Too often the claim is made that the job gets done
despite the efforts of health and safety.
3

4. How it works
Some of the documents that can be uploaded
to JobWatch and accessed by employees
include cable plans, risk assessments, work
instructions, safety briefings, work permits,
COSHH assessments and step-by-step job
guides. Employees can access specific safety
documents, complete inspections and deliver
or receive safety briefings from any JobWatch
computer, and the system enables them to
evidence that they have done so.
If a risk assessment has been drawn up for
a task, all employees involved will use the
JobWatch system to confirm that they have
read and understood it, ensuring that the
workplace is safe and all necessary controls are
in place. Risk assessments can also be altered
and re-briefed by team members, and the
system records the exact time that documents
are viewed and comments are made. This is
integral to the general briefing of the task, not
separate to it, and provides safety training and
communication while sharing responsibility for
safety with all employees.
Prior to the start of any job or project, relevant information such as the plan, schedule, work
permits and schematics are uploaded to the JobWatch system, along with health and safety
information. Some health and safety documents will be standard and applied to a wide
range of activities, whereas others will be unique to the project, drawn up specifically for the
task by the team leader.
4

5. 6
Benefits
It can also have a positive impact on a
company’s insurance claims profile. JobWatch
computers have an inbuilt camera, which
promotes claim defensibility by allowing photos
to be attached to job cards. An engineering
team working with underground cables, for
example, could attach photos of any cables that
are identified as not contained on drawings
provided by the owner, shallow cables or cables
in concrete. JobWatch can also be used to
provide a trend analysis of accidents, damages,
inspections, non-conformances and briefings,
helping to show continual improvement.
The system also allows you to maintain up-to-
date vehicle records (including trailers, plant
equipment or other assets), detailing planned
and unplanned services, defects, and dates
of maintenance activities such as MOTs. If any
maintenance dates are exceeded, JobWatch
produces alerts.
JobWatch records evidence of a proactive safety
management system and servicing policy,
helping to improve health and safety standards
and to protect both employees and the
organisation itself. The comprehensive alerting
system protects drivers by confirming time
and attendance, and monitoring lone workers
during unsociable hours.
JobWatch also enables the recording and
signing of daily employees briefings. In addition
to this, safety messages (such as information
regarding an accident elsewhere in the
organisation and the resulting updated safety
instructions) can be sent immediately to both
office and mobile workers.
These can be set up to record the time and date
at which the messages were read and signed.
The flexible system provides a library of
documents and assessments which can
be altered to make them specific to the
organisation, the work being undertaken
and the risks being addressed. It even allows
bespoke inspections to be developed and
instantly uploaded for employees to follow or
complete. All activity can be logged, tracked
and reviewed.
JobWatch has enormous health and safety benefits. It gives employees the responsibility of
evidencing that they have read relevant safety information, and enables them to report on
the work that they have carried out in the field (along with any issues encountered) quickly
and efficiently.
JobWatch’s proactive monitoring system allows specific inspections to be completed and
non-conformances to be raised and resolved. The system thereby maintains good progress,
as workflow is mandated to ensure that checks, inspections, work and driving are all carried
out in the correct order.
5

6. 6
Improving behaviour and
communication
JobWatch helps organisations track and improve employee activity. If an incident occurs
that requires a change in procedures, real-time alerts can be sent to all employees. These
can even be set to require all relevant employees to acknowledge receipt.
Driving behaviour is also recorded and analysed, which can be used to proactively engage
employees and to improve the quality and safety of driving by highlighting areas for
improvement. Road speed data is specific to vehicle type to ensure safety and legality, and the
JobWatch scheduler reduces the temptation for drivers to speed by minimising the chance that
vehicles will be running late.
JobWatch also allows drivers to record incidents and near misses, so that the appropriate parties
are immediately informed and can, where required, take swift action. Photographic evidence is
logged with a time and date, providing clear information for any potential claims.
A System that greatly enhances
safety management
The JobWatch system will greatly enhance any organisation’s safety management, providing
ready access to documentation, regular updates and instant communication between work
teams.
One of the greatest risks in any workplace is how instructions and requirements relating to
safety procedures and risk assessments are communicated to employees. Organisations must
adequately review and correct any issues, and communicate updates after accidents or changes
in procedures. They must also have a reliable way of recording evidence that these health and
safety procedures are being followed, and that such monitoring is taking place. JobWatch
provides a simple and comprehensive solution to all such health and safety considerations,
enabling the management of safety as well as promoting a positive employee attitude
towards the subject. The system involves all employees (and sub-contractors) in reviewing and
acknowledging safety, as well as in making decisions where necessary.
With new Corporate Manslaughter and sentencing guidelines in place, it is essential that you
can evidence that employees are following all safety procedures. This is immensely difficult to
ensure, and it is easy to prosecute after an accident if it can be proven that employees have not
followed safety procedures. JobWatch records this evidence by requiring employees to view
necessary procedures, acknowledge that they have understood them, and complete safety
inspections.
We would strongly recommend this system for all work places. It is both easy-to-use and
thorough, and helps to protect employees and managers. JobWatch reduces the risk of
workplace accidents and the potential of costly insurance claims, giving your company piece of
mind that every effort is being made to maintain safety.
6

7. Digging gang-laying cable
On arrival the team photograph the area of
work, identifying any initial issues to help
prevent any future claims, such as alleged
damage to property; an already damaged wall
beside an area of excavation, for example, can
be easily detailed with a time and date stamp
and sent to the project file, disproving any
potential claims.
The team leader then accesses the project
safety plan, including copies of the cable plans,
site risk assessment and project induction
briefing, allowing them to relay any necessary
information and images to the team. Any
required changes to the risk assessment can be
recorded (along with the time and date of the
changes), making the assessment specific to
the job and evidencing a proactive approach to
health and safety.
All team members then sign to confirm that
they have received the induction briefing and
have viewed any other job instructions or safety
guidance. The system automatically records the
time and date at which the documents were
viewed. The team leader can even photograph
the fact that all employees have received and
are wearing all necessary PPE, and that signs
and barriers have been placed correctly.
A job or site-specific pre-start inspection is then
completed, taking into account both technical
and safety considerations, and including a
conditional set of questions that must be
completed before the work begins.
Further inspections are carried out at specific
points during the excavation, which are
recorded by JobWatch and added to the job file
with time and date stamps. Any issues identified
can be logged along with any required
corrective action, providing further evidence of
proactive health and safety management.
Any accidents or damages that occur during
the job can be photographed and detailed with
a time and date stamp. This allows the safety
department to view evidence of incidents
quickly and decide upon any necessary action
or advice. If the digging team damage any
shallow cables that are not on the cable plans,
photographs can be taken of the cable depth,
which can be compared with the plans on the
system.
Building maintenance - plumbing
At the start of the day, the plumber logs on to
JobWatch and is prompted to complete their
time sheet and pre-use vehicle checks.
On arrival at site, the plumber views specific job
instructions and safety guidance. The system
automatically records the time and date the
documents are viewed.
Photographs can be taken of the problem
and area of work to help prevent or refute any
potential claims from residents for alleged
damage to the property, such as water damage
or broken fixtures and fittings.
A pre-start inspection specific to the job is then
completed, detailing the nature of the problem,
any hazards or safety risks at the property, and
any corrective actions required.
A further inspection is recorded when the job is
completed. Any issues identified can be logged
with any remedial action taken and parts used.
In summary, JobWatch powered by BigChange
includes:
• A constantly updated library of documents,
including health and safety files
• The ability to amend documents to make
them appropriate to the job or site
• An efficient way to communicate
information to employees and sub-
contractors
• A log of recorded briefings and inductions,
noting the time and date of employee
signatures
• Access to safety or technical inspections,
which must be completed before work
commences
• An instant reporting system, allowing
problems to be quickly relayed to relevant
parties
Examples
7

8. • Evidence of a proactive safety management
system, helping to improve the general
safety culture of any organisation and
avoid costly insurance claims. Photographs
can be saved to project files, and the
communication of incidents is recorded
• A choice of language settings, making the
system accessible for non-English speaking
employees
Road Transport - Delivery
At the start of the day, the driver logs on to
JobWatch and is prompted to complete his time
sheet and pre-use vehicle checks. These checks
for vehicle roadworthiness and security of the
load are automatically recorded and stored in
accordance with Driver and Vehicle Standards
Agency requirements. Any defects can be
recorded along with time and date-stamped
photographs.
Appropriate risk assessments and safety plans
are included in the job information, as well as
any documentation required for dangerous
goods. Any required inspections are completed
and recorded on JobWatch, and photographs
are taken before a journey is undertaken.
Any defects are immediately reported to
the appropriate parties through the system,
allowing quick and efficient resolution.
JobWatch furthermore integrates with fleet
MOT and servicing compliance to prove that the
highest levels of care are taken.
When the journey begins, driving behaviour is
monitored and recorded. Alerts can be sent to
the back office if dangerous driving incidents
occur, ensuring that the driver is safe and well-
monitored at all times. The satellite navigation
(car, van or truck) built into JobWatch alerts the
driver about road speeds, narrow roads and low
bridges, avoiding route problems.
Upon arrival at the collection or delivery
location, a load-specific safety plan is available
and a health and safety checklist is completed
with a time and date stamp. JobWatch can
also record POD signature capture, as well as
evidentiary photos.
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9. JobWatch Back Office
• Working Time – Tachograph status reported
• Vehicle / Asset Checks
• Driver Behaviour Reporting
• Skills with time limit
• Site safe access hours
• Flagged site notes – e.g. Beware of the dogs
• Order H & S workflow to complete when required
• Workflows – Tasks and Inspections ordered with mandatory questions and statements
• Scheduling Assistant – Improves planning allows sufficient driving time between jobs
• Managers sign facility off documents
• Alerts – (by email, text, web) Excessive driving, Breaking EU driving hours, Worksheet answers at risk, report
defects, Late finish of a job, Completed with issues, Excessive working hours, Speeding, Maintenance
activity
JobWatch Mobile App
• Time Sheet
• Driver Checks – Vehicle, Trailer & Equipment
• Driver Safety Score
• Jobs – Workflow forcing safe practice
• Library – Store H & S documents
9
JobWatch health and safety features

10. 10
How Cardinus can help
Safety Management Systems
The development of a robust, documented
safety management system is vital for your
organisation. Whilst following a similar format
to HSE’s HSG47 ‘Successful health and safety
management’or OHSAS18001, your safety
management system needs to be specific to
your organisation.
Cardinus are experts in developing safety
management systems based on prioritising
risk. By working this way your organisation
can develop a specific safety management
development programme which addresses the
key risks in a prioritised and programmed way.
This enables your resources to be used more
effectively.
As part of the safety management system
Cardinus consultants can also use the
BigChange programme as an integral part of
the system; developing specific monitoring
questionnaires that help effectively manage and
monitor your health and safety performance.
This can be used to help link performance with
the safety management programme, providing
evidence to enforcement bodies, and indeed
clients, that you are managing health and safety
in a pro-active manner.
Fleet Risk Management
Cardinus can assist with the implementation
of an entire programme, from set-up
communications through to the day-to-day
management of training. Cardinus uses bespoke
software and its wealth of experience to provide
a fully managed programme.
Programmes can be tailored for companies of all
sizes from the average fleet size of 20 vehicles to
fleets of hundreds of vehicles.
In addition to the training and services we can
provide Cardinus also offers a range of free
resources available on request.
Line Manager Handbook
To ensure that your company driving-at-work
risks are properly assessed and documented,
and relevant procedures are put in place, both
the management team and the employees
need a driving-at-work policy to refer and
adhere to.
Cardinus has produced a Line Manager’s
Handbook that runs alongside the standard
Safe Driving at Work Manual to ensure safety
measures are documented and can be referred
to practically and evidenced when required.
The Line Manager handbook is available free on
request.
The Line Manager Handbook gives guidance to
what is expected of the employee and sets out
how the manager must implement the advice.
Guidance is provided to employees and
line managers, allowing the company to
demonstrate that they have acted diligently
by taking all reasonable steps to equip all the
employees on how to stay safe and to keep
others safe.
If this white paper has helped to demonstrate to you and your organisation how effective
risk management can protect your people and your business, Cardinus Risk Management
can help you make it happen.

11. 11
The Fleet Audit will
• Guide you through current legislation and
legal requirements
• Assess and identify gaps in your existing work
related road safety policy and processes
• Provide a detailed fleet risk report
• Make recommendations to improve
management control over your fleet operation
The audit will take no more than 10 minutes to
complete and the free report will be emailed to
you immediately after completion, providing you
with all the information and guidance you need to
meet current legislation requirements.
Fleet Manager Resource Pack
The Fleet Manager Resource Pack is full of information to help your employees that drive on business to
drive more safely.
The Fleet Manager Resource Pack is split into two sections. The first is designed to help the fleet
manager; it considers areas of legislation that directly affects your organisation and provides sensible
solutions to these obligations.
The second section of the Fleet Manager Resource Pack provides you with a range of engaging
messages and content you can use to promote safer driving to your employees. These tools include fact
sheets and templates. It’s a great way to create a positive and visibly safer driving culture.
For further details of any of the Cardinus range of products and services, or to request a link to the free
Fleet Audit, a copy of the Line Manger Handbook or the Fleet Manager Resource Pack call 020 7469 0200
or email info@cardinus.com.
Fleet Audit
If you want to assess the suitability and effectiveness of your current fleet risk management programme,
Cardinus is providing free access to our online Fleet Audit.
The online Fleet Audit is designed to provide guidance to managers responsible for the health and safety
of employees who drive on company business. It will highlight areas where action may be needed to
meet the requirements of current road traffic and health and safety legislation.

12. Cardinus Risk Management Limited
4th Floor
3 East Grinstead House
Wood Street
East Grinstead
West Sussex
RH19 1UZ
Tel: 0207 469 0200
Email: info@cardinus.com
Web: www.cardinus.com
JobWatch
powered by: BigChange
BigChange Apps Limited
Leeds Innovation Centre
103 Clarendon Road
Leeds
LS2 9DF
Tel: +44 (0)113 384 5777
Email: info@bigchangeapps.com
Web: www.bigchangeapps.com
SP205 - Part 1