VIMS grew out of the experience of people who audit processes, implement requirements and are themselves accountable for how those processes work. Behind the platform are years of occupational safety, fire protection, audit and management system work — not only a technology perspective.
That is not a slogan — it is how we design every VIMS module. We know what an audit looks like for the person asking the questions, looking for evidence and assessing whether a process actually works. We also know the other side: the organisation that has to demonstrate compliance, find the right document, show a current register and present the history of the actions taken.
How VIMS came about
1. It started with real problems, not with an idea for an app
VIMS was not conceived as yet another occupational safety application. It grew out of years of work in occupational health and safety, fire protection, audits, management systems and the everyday reality of running a business.
For years we saw the same problems: scattered spreadsheets, separate registers, documents stored in many places, post-audit actions tracked in e-mail threads, deadlines monitored manually and the same data retyped into yet another form.
Over time it became clear that the problem is not a shortage of documents. The problem is the missing connection between processes, accountabilities and data. VIMS is our answer to exactly that need.
2. We design around what happens to the information next
When designing VIMS we do not only ask how to store a form in a system. We ask what happens to that information next, who should see it, what action should follow from it and how we will later prove the process was carried out correctly.
That is why in VIMS an incident can lead to an analysis, the analysis to a CAPA action, the action has an owner and a due date, and once completed its effectiveness can be verified. If the result points to a new hazard, the information can flow back into the risk assessment. That is what we mean by digitising a process.
3. We do not digitise binders — we connect processes
Moving a paper form into a browser does not solve the problem. We design VIMS as an integrated platform for managing safety, compliance and operational processes, not as a collection of independent electronic forms.
Shared data instead of retyping the same information again and again.
Connections between audits, incidents, analyses, CAPA, risk assessment, training and other processes.
Change history, accountabilities, deadlines and evidence of completion in one environment.
Modular design — an organisation can start with a single process and grow the system with its needs.
A simple interface for the user while keeping access to details and the full process history.
4. From Vesta and Varilo to VIMS
Behind VIMS stands Vesta Usługi i Szkolenia Marcin Makowski — a company working in occupational safety, fire protection, training, audits and management systems, and at the same time developing technology that supports the daily work of organisations.
Combining those two worlds — practice inside companies and technology — earlier led to Varilo, a platform for checklists, inspections and safety walks carried out with QR and NFC codes, among others. Varilo came from a very concrete problem: notes, photos, the trip back to the office and retyping data stretched out work that could have been finished on the spot.
VIMS is the next step on that road. Instead of focusing on a single inspection, it covers a far broader ecosystem of EHS/QHSE processes and their interdependencies.
5. Standards as a reference point, not a marketing label
In designing VIMS we draw on experience with operating and auditing management systems, in particular in areas covered by ISO 45001, ISO 14001 and ISO 9001 requirements.
That is why accountability, evidence of completion, change history, corrective and preventive actions, root cause analysis, risk assessment, audits, reviews and effectiveness verification matter so much in the platform.
VIMS does not replace an auditor, a management representative or a safety specialist, and it does not promise automatic “ISO compliance”. What it does is help an organisation build orderly, auditable processes and supply the data and evidence needed to manage compliance consciously.
6. Technology should support the specialist, not replace them
The work of a safety specialist, a management representative or an area manager should not consist of constantly retyping data and chasing spreadsheets. So we adopted a rule when designing VIMS: the system should reduce administrative work, but it must never take substantive decisions away from people.
The same applies to artificial intelligence. AI can help read a document, organise information, prepare a draft, point out a relationship or speed up a data import. The final judgement and the responsibility stay with the authorised user.
Technology should support the specialist — not pretend to be one.
Behind the VIMS concept
Marcin MakowskiCreator of the VIMS concept • Vesta Usługi i Szkolenia LinkedIn profile
I wanted to build a system I would want to use myself every day — simple for the user, yet structured enough to genuinely support audits, compliance and decision-making.
Years of experience in occupational safety, fire protection, audits, process safety and management systems, gained both in consulting work and in industrial environments.
The public professional profile confirms, among others, qualifications as an internal auditor and management representative for ISO 45001:2018, an internal auditor for the integrated ISO 9001/14001/18001 system, as well as experience and training related to fire protection, HACCP/ISO 22000, machinery safety and ethical audits.
VIMS is built by combining the experience of someone who works with these processes personally with the practice of developing technology tools for organisations.
Five principles behind every VIMS module
Every module follows the same rules. That keeps the system coherent even as an organisation switches on new areas.
01
Connected processes
Incidents, root cause analysis, CAPA actions and risk assessment work on shared data instead of separate registers.
02
Auditability
Change history, owner, due date and evidence of completion are available when you have to show the process was carried out.
03
People decide
AI-assisted features prepare a draft marked “to verify”. An authorised user always approves it.
04
Simplicity
The interface has to make sense to someone working on site while still giving access to the full process detail.
05
Modularity
Start with one process and switch on further modules as the organisation actually needs them.
For people who know this problem
We build VIMS for organisations that want to move from scattered registers to one orderly working environment.
Safety specialist
Does not want to keep several independent spreadsheets for a single process.
Management representative
Needs data and evidence before an audit, not weeks of assembling documentation by hand.
Area manager
Wants to see immediately which actions are their responsibility and when they are due.
Auditor
Wants to see the process history and the actions linked to it.
Management board
Needs a current picture of the situation, not another manually prepared report.
The processes organisations usually start with
See how the process you want to organise first works inside VIMS.
