Wannon Water removes the need for paper-based forms

Victorian service provider Wannon Water has partnered with Intelledox and FYB to implement next-generation forms. Completion of a Job Safety Analysis (JSA), required before any high risk on-site work event, was the catalyst for organisational change. Following a successful pilot, the digital process has been extended to incorporate all forms across the business.

“Safety and compliance are huge priorities at Wannon Water, and we identified an opportunity to streamline our processes in a way that also delivers on these commitments,” said Wannon Water GIS & Digital Workplace Manager, Chris Crossland.

“All employees who carry out works such as fixing pipes or digging holes need to complete a JSA to record safety hazards and mitigate risks; the cost of this being carried out incorrectly could have serious consequences. Our previous paper-based approach was lengthy and arduous, and could see each worker needing to complete multiple forms depending on the nature of the job.”

“Since introducing e-forms, we’ve seen a marked increase in the number of forms submitted as well as improvements around the quality of information provided. The digital process allows us to access ‘live’ information when required, and this is particularly important if we need to assess risks as they happen. 

"A smart algorithm has enabled 11 paper forms to effectively become one online – and when you consider we record around 300 JSA a month, this is a significant improvement.”

The upgraded digital process replaces a cumbersome paper-based approach to improve efficiency, safety and compliance by:

  • Making it faster and easier for employees to complete forms via their smartphone or tablet.
  • Eliminating the need for off-site employees to carry reams of paper, as well as the associated risks of misplaced or forgotten forms;
  • Incorporating a smart algorithm that automatically re-directs users to the relevant sections of the form to deliver a streamlined customer experience;
  • Introducing an automated workflow, thus ensuring forms are captured directed into a
  • records management system. Online completion removes the need to scan and email documents, and manually manage the process. This has led to redeploying people to other higher value programs within the business; and
  • Using a standardised pick-list, which makes it easier to capture activities performed and
  • analyse the data post-submission. The simple layout, clear instructions and standardised wording have also helped to improve the quality of information entered.

Data analytics has also presented opportunities for Wannon Water to improve safety and quality training.

“Capturing data digitally has enabled us to understand where we need to focus our attention in terms of safety. We can track the most common hazards, and adapt the frequency and content of our training programs to suit. “

“We’ve also been able to highlight forms that have been completed to ‘best practice’ standard and use these to set new benchmarks across the business. All in all, employees have a better understanding of the importance of a JSA and how they need to complete one.

This has helped to enhance our safety culture across the business and that is an incredibly important outcome for us.”
Business analysts FYB supported the planning and implementation at Wannon Water over a six- month period, and designed the processes prior to their digitisation by Intelledox.

“Wannon Water exemplifies industry best practice by leveraging data analytics to continually improve operations,” says Intelledox CEO Ray Kiley. 

“Introducing next-generation forms to JSA has delivered value beyond efficiencies by enabling Wannon Water to better uphold safety and compliance in the workplace and set a new benchmark for the industry.”