How a local council uses EVA Check-in to meet H&S compliance at 34 sites

How a local council uses EVA Check-in to meet H&S compliance at 34 sites

Napier City Council moved to digital sign-ins and inductions for their large contractor team.

Rosemary Scott

Sharing real world user stories

Challenges:

  • 30+ sites using paper-based contractor inductions and sign-ins
  • Different risks levels across the sites
  • Needed flexibility to sign-in in various ways
  • Mix of manned and unmanned sites.

Solution:

  • Different induction workflows to allow for various risk levels
  • QR code, geofence, or kiosk sign-ins depending on site needs
  • Professional, contemporary kiosk tool for office sites.

Results:

  • Rolled out over 34 different sites with over 1,500 inductions and sign-ins/month
  • Emergency site sign-in and induction set up in 3 hours
  • Easily reconcile contractor time on-site data with invoices.

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How a local council uses EVA Check-in to meet H&S compliance at 34 sites

Most of our contractors come to our sites frequently – we now have everyone using EVA Check-in to sign-in and complete inductions. We're getting about 1,500 sign-ins and H&S inductions each month across 34 sites. Everything is online and is fantastic value for money – the substantial volume site discount makes a huge difference to us.

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Duncan Barr, CIO, Napier City Council

THE CHALLENGE

Risk levels drives need for flexibility

Napier City Council is familiar with leading the way in local government circles. With over 50 business units and approximately 25,000 ratepayers, the Council has a team of 30 staff supported by a large local contractor workforce.

For CIO Duncan Barr, continuous improvement is a big part of the culture at the Council. It became obvious to Duncan that working with paper-based sign-in books during the Covid-19 pandemic wasn't fit for purpose. The pandemic accelerated gathering requirements for a contractor sign-in and induction system.

With a wide variety of sites such as the water treatment plant, cemeteries, libraries, museums, pump stations and four office buildings, any digital tool had to be flexible enough to work with differing levels of risk inherent at each site. Additionally it needed to enable contractors to sign-in in different ways, as the Council didn't have the funds to install a kiosk at every site.

The council conducted a full RFP process and evaluated four systems against the 40 criteria and elected to roll out EVA Check-in.

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How a local council uses EVA Check-in to meet H&S compliance at 34 sites

THE SOLUTION

Used at 34 sites with varied risk levels

How a local council uses EVA Check-in to meet H&S compliance at 34 sites

"Most of our contractors come to our sites frequently – we now have everyone using EVA Check-in to sign-in and complete inductions. We're getting about 1,500 sign-ins and H&S inductions each month across 34 sites. Everything is online and is fantastic value for money – the substantial volume site discount makes a huge difference to us."

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Duncan Barr, CIO, Napier City Council

The Covid-19 lockdowns finished before the rollout was complete. However, this didn't deter Duncan from completing the implementation as he could see how using EVA Check-in for managing contractor inductions cross-council had huge safety benefits and reduced compliance costs.

A progressive rollout is now complete, and 34 Council sites use EVA Check-in to manage sign-ins and inductions. Duncan has set up ten induction processes which he then applies or clones and edits to the new site as it is set up. All of their processes ask a series of health and safety questions across the  three visitor types – for visitors, contractors and visiting staff members who are not in their usual place of work.

With many contractors working independently of the commissioning Council staff, EVA Check-in is also used to reconcile contractor invoices via the time on-site report. The Council appreciates this level of transparancy.

For the corporate sites, like the Council buildings, Duncan uses the EVA Check-in kiosk app in unattended receptions to ensure that the sign-in experience matches visitors' and contractors' expectations. Other locations benefit from different sign-in methods. For example, the large local sports ground and the water treatment plants use geofence sign-in, and unmanned sites like cemeteries use QR code sign-ins.

All sign-ins send a notification to the appropriate staff member. Streamlining this means that contractors can just get on with the task at hand – rather than spending precious time looking for the Council staff member before starting to work or filling out paper forms.

With thousands of sign-ins and health and safety inductions recorded each month, Duncan is stoked with how EVA Check-in performs for the Council:

"Most of our contractors come to our sites frequently – we now have everyone using EVA Check-in to sign-in and complete inductions. We're getting about 1,500 sign-ins and H&S inductions each month across 34 sites. Everything is online and is fantastic value for money – the substantial volume site discount makes a huge difference to us."

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THE RESULTS

Unanticipated rollout benefits from fast setup

When the Council started using EVA Check-in in 2021, Duncan had no idea that it would be used to manage access to a large area under civil emergency conditions in February 2023.

Duncan had just 3 hours to set up a new site to record the entrance and exit to a business park that Cyclone Gabrielle had contaminated with silt. Everyone who went into the area needed to be inducted into the site. Factors like wearing the correct PPE and understanding that known and unknown hazards were present were important. Duncan cloned another similar induction and then edited it so that they had a fast-track rollout.

Duncan comments: "Varying levels of risk across our different sites meant that our number one priority was rolling out a sign-in and induction tool that is hyper-flexible and easy to roll out. We have induction templates that we clone and edit as needed. We simply don't have the resources to have bespoke solutions for every site – but we are obligated to meet H&S needs. With EVA Check-in we can meet the H&S needs of each site easily."

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How a local council uses EVA Check-in to meet H&S compliance at 34 sites

"Varying levels of risk across our different sites meant that our number one priority was rolling out a sign-in and induction tool that is hyper-flexible and easy to roll out. We have induction templates that we clone and edit as needed. We simply don't have the resources to have bespoke solutions for every site – but we are obligated to meet H&S needs. With EVA Check-in we can meet the H&S needs of each site easily."

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Duncan Barr, CIO, Napier City Council

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