Small guide for clever companies

HS2E software stands for integrated IT solutions for areas in health protection, occupational safety and sustainable environmental protection. The applications per se cover a variety of topics that a company must determine and take into account (see checklist, p. 21). In contrast to ERP systems or process management tools, HS2E offers a scalable tool that also allows the content to be precisely tailored to complex requirements. On the other hand, this product range also includes individual solutions for specialized applications such as life cycle assessments.

What is HS2E software in general?
The use of digital technology has become an integral part of everyday business life. "Enterprise resource planning, computer-controlled manufacturing, digital warehouse management, tagging and tracking, virtual reality, 3D printing or the Internet of Things and many other achievements are no longer foreign words, but reality.

Nevertheless, it is quite common that companies still work with Excel spreadsheets and paper documents for their sustainability management or quality management - despite obvious disadvantages. Duplications, lack of traceability, unsystematic documentation, gaps in information and data peace-keeping are just a few inglorious examples of this.

HS2E: Yeah sure - but which ones?
In recent years, modular software solutions have spread on the market, which have also become attractive for SMEs. The best-known products come from Germany and the USA and are increasingly conquering the Swiss market. However, the software solutions differ greatly in terms of their functionalities, their thematic scope and, of course, their price.

Basically, it can be said: Each product has its own strengths and weaknesses. None of them is able to cover the entire range of HS2E topics. As a rule, however, this is not necessary, because the more functionalities the software offers, the more expensive it is. The choice of the right product is therefore an essential factor in order to be able to effectively and economically realize the potential benefits that an IT solution is supposed to open up.

Corresponding quality characteristics
One of the quality features of good products is that they offer the HSE topics in a modular form and that these can be put together individually as in a construction kit. The software should be flexibly adaptable to the situation of the company, so that the organizational structures, processes, responsibilities and contents are mapped exactly as it corresponds to practice.

It must allow open data exchange and be easy to use on the PC as well as mobile. Data security is another important feature of web-based solutions. Customer-oriented sales and support as well as a transparent pricing model are a prerequisite.

Good preparation is half the battle
In the variety of solutions on offer, it can be difficult to find the most suitable software for your own situation. This makes it all the more important to start with clear ideas:

1.define the intended use
"You always get what you ask for" - this also applies to HS2E software. No software can do everything, but the more functionalities are included, the more expensive it becomes. Consider for which tasks you want to use the software primarily and which would be useful, but not mandatory additional functions.

2. determine the user group
HS2E software can greatly facilitate the work of those people who are entrusted with tasks in this area within the company. Typically, these can be divided into specialists, specialist users and occasional users. Their demands on software vary: The broader the user group, the more important intuitive operation is. For a specialized user group, on the other hand, attention to detail and flexibility are more important.

3.get the internal needs
In addition to the users, other functions are also important for the successful introduction of HS2E software, for example IT or finance. Talk to as many different stakeholders in your company as possible and find out what their needs are. Clarify where HS2E software could simplify processes, create synergies or improve communication. Determine which previous applications could be replaced by the HS2E software and where interfaces to other systems (e.g. SAP) need to be regulated.

4.develop a project budget
HS2E software is usually offered in a license model. In addition, costs arise in the implementation phase for company-specific adaptations, training and specific consulting services. Consider what one-off or recurring cost savings you expect from the software and define a budget for project implementation and operation on this basis.

Inform yourself and compare
After the key points have been determined, the research begins. The websites of the respective providers already offer a lot of information about the functionalities of the offered solutions. Often, videos or tutorials are available to give an impression of the graphical design of the interface and the operation.

By visiting trade fairs, product presentations or specialist events, you can pick up targeted information. Such events are also an excellent opportunity to network with other companies and benefit from their experience.

Once one or two favourites have emerged, it is worthwhile to have a demonstration at your own company. When visiting the supplier, you can ask specific questions and also get an impression of the supplier's approach and corporate culture. This is also the time when you can expect a concrete, binding offer.

The introduction of HS2E software is therefore not simply an off-the-shelf purchase, but rather a project: a definition of the framework conditions, a careful examination of the solutions offered on the market and a clear implementation according to the rules of project management are important prerequisites for success.