The most common practice for auditing compliance is a ‘Find it and Fix it’ cycle, where the auditor assesses a field situation as it exists during an audit. The auditor will check the work site for issues identified against a set of protocols for the purpose of compliance with government regulations, company policies or a mixture of both.

During the assessment, the auditor typically walks a site with a notepad and pencil taking notes of field observations not in compliance with their protocol. Following the assessment, the auditor shares the findings with the responsible safety person.

Sometimes the process of reporting findings can take weeks. The cycle is repeated when the auditor comes back at some later time to check the site again. The ‘Find & Fix’ audit cycle works, but only to a point. The difficult part comes next.

What happens with that inspection form or accident investigation report after it is completed? It is likely reviewed by a few people, perhaps transcribed into electronic form by a data entry clerk (where data entry errors may enter the equation) and filed away someplace for legal and compliance reasons, rarely (if ever) to be seen again.

Filing data away in a drawer is better than nothing because it shows some documentation of findings, but that is where the benefits end. What happens when the auditor is asked to compile year long data from the findings? How do you evaluate data specific to a situation? The paper method of recordkeeping makes compiling field data into a report an enormous task.

If data is collected and stored electronically, accessing and reporting on it becomes very easy. Questions like, “How many HAZCOM issues were at the North Side plant last year?” or “How many overdue action items does Dave in maintenance have?” can be answered by simply making a request of your data.

Handheld technology allows the auditor to capture field data electronically at the point of discovery and can eliminate the problem of having to manually compile information.

Using a PDA, data entered in the field can be utilized in many ways. Some safety programs written for PDAs allow you to print reports immediately from the handheld device. Others require the data to first be uploaded to a desktop computer. Either way, the reports generated can include photos and reference information along with field comments. These reports support the auditor’s findings and take away any argument about  grams written specifically for safety professionals offer reference information (i.e. OSHA 1910 Regulations) linked directly to the questions being asked. A PDA’s large memory capacity allows reference materials to be loaded and accessed from the PDA in the field. Reference materials can be included on the reports or accessed by the auditor for clarification

Perhaps the greatest benefit of capturing data electronically is the ability to create reports with ease. Since data is collected electronically and stored in a database, it is always available for easy retrieval. In great contrast to compiling data from paper audits, generating reports is as simple as making a request to the database for the information you want.

Not only is reporting easier but it can serve more needs. Certain reports can serve as a means of internal communication. They can be designed to be sent updated and returned. Follow up actions can  be assigned and sent electronically to those who need them. Reports on action status can be sent as reminders to each assignee.

Reports can be utilized as a learning tool as well. Follow up reports can show the photo evidence from the point of discovery and cite the relevant regulatory reference.

Positive observations can be shown as well, giving positive feedback to those employees who have met or exceeded expectations. The reports should become a learning tool for those who receive them and contribute to continued improvement.

The handheld computer market is evolving and converging with the cell phone market. Differences between cell phones and PDAs are becoming less recognizable.

Today’s business world continues to demand faster response times and constant connectivity. Manufacturers have responded and we are seeing the emergence of hybrid devices that incorporate handheld computer capability with cellular technology in the form of smart phones and pocket  PC phones.

PDA and cell phone manufacturers are utilizing more powerful operating systems, increasing memory capacity, and recognizing more cellular services. Cellular providers are supporting more devices, offering better internet access and email services. The next generation devices will eliminate the need to carry multiple devices. They will likely have a camera, a keyboard, and GPS with all the power of a portable computer and the convenience of a cell phone.

If auditors would better utilize handheld technology, the audit cycle could be streamlined to serve a Results Analysis audit cycle where continuous improvement could be realized. FSM

Robert Retzlaff is technical software consultant for Aerie Technologies Madison, WI. Bibliography. Wilson K. “Pocket PCs: Technology Solution is at Hand” Professional Safety. March 2005: 16-18