The selection of a  HSEQ management system for a company can be a daunting task. There are many different systems on the market, which can vary greatly in complexity, scope and ease of use. The more advanced systems are cloud/internet based while others are still paper based. 

Before making a purchase there are a number of steps that need to be completed to ensure the system is fit for purpose.

Determining the scope of a HSEQ System

The first step is to establish the need for a system within the organisation. Is a system legally required to maintain legislative compliance? or will it for the basis for can intergraded management system designed to fulfil the requirements of a number of ISO standards?
Once the need for a system has been established a scope of work needs to be drawn up. The scope of work should detail all of the organisations requirements in relation to a HSE management system. It is the wish list for the organisation, this can be a graphical representation of the requirements or it could be a detailed list of requirements.

Below is an example of a graphic scope of work for a potential management system.

Creating specifications for a WHS Management Plan

Once the scope of the WHS system has been established we can start to look at the specifications. A system specification is made up of the details that make up each element in the scope, such as:

  • A list of modules required
  • The numbers of users and the access levels of those users
  • A list of documents (Policies, plans and procedures) that would needed
  • The types of audits and inspections that will be done
  • How much training and incident data needed to be held

Once we have worked out the scope and attached a list of specifications we can then effectively develop a project proposal. The an example structure for a project proposal can be found below.

Project title:

Integrated HSEQ Management System (IMS)

Deliver date:

Key project dates


A summary of why there is a need for the system.


Project Overview:

  • The project aim.
  • The benefits.
  • The objectives


Detail the stake holders involved in the project.

Current Review and Analysis

Statement of current situation.


Implementation strategy and plan.

System evaluation

Process to be used to evaluate quotes.

Action plan

A list of actionable tasks with deadlines

Resources required Who else will be involved in the project?

The project proposal can then be used as a tender document to find a product with the right fit. This doesnt need be a complex document but should at least include the specification that has been developed for the system.

How can WHS Monitor help

WHS Monitor has developed a comprehensive scoping tool,  which  lists all the specification requirements needed for any project and enables you to compare these between different HSEQ systems. Click below to start creating a project proposal.

WHS Monitor Scoping & Comparison Tool

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Once the scope and specifications of the system have been established then an accurate quote can be drawn up and they system implementation can begin.

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