VIMS platform

VIMS brings EHS/QHSE processes into one environment

Instead of separate registers, spreadsheets and apps — one set of base data, one chain of accountability and one action history. A hazard reported on the shop floor can travel to the EHS specialist, the area manager and the board report without losing its context or its owner.

Shared data model
Workflow and deadlines
Field layer
Analytics

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VIMS platform — diagram of the EHS/QHSE system layers: base data, processes, workflow, field layer and analytics

Why a collection of modules is not enough

Most organisations do not suffer from a lack of tools. They suffer from having too many. The incident log lives in one spreadsheet, risk assessments in a network folder, training records with HR, safety data sheets in a binder and inspection notes in a manager's inbox. Each of them works in isolation. The trouble starts when facts have to be connected: did the person involved in the incident hold valid job-specific training, was the risk card updated after the machine upgrade, and was the corrective action raised six months ago actually completed.

VIMS is built so that answering this does not require an investigation. The platform assumes data is entered once and reused across the system. Employee, workstation, location, machine, substance and contractor are shared objects rather than copies living their own lives in a dozen files.

The consequence is practical: a change in one place stops being a local event. Updating a job profile triggers a re-check of requirements for the people assigned to it. Logging an incident does not end with a table row; it opens the path to analysis and actions. A field inspection finding does not stay on the phone — it lands in the same action register the whole organisation uses.

Five layers, one operating logic

The VIMS architecture is deliberately simple to describe, which makes it easy to roll out in stages. The base data layer describes organisational reality: people, structure, places, machines and substances. The process layer holds the registers and forms specialists work in: risk assessment, incidents, audits, permits, chemicals, training. The workflow layer governs what happens after data is saved: owner, deadline, status, reminder, escalation and approval.

Two further layers usually decide whether a system is genuinely used. The field layer moves selected activities from the desk to the phone, so data is created where the risk is. The analytics layer turns scattered records into a management picture: timeliness, backlog, incident clustering, workload per area and action effectiveness.

This split allows a gradual start. You can begin with one area — often incidents and corrective actions — and add further registers later without data migration and without rebuilding the system. Modules add functionality; they do not change the foundation.

What the platform is made of

Shared data model

Employee, workstation, location, machine, substance and contractor as objects shared by every register.

Workflow and accountability

Every action has an owner, a deadline and a status. The change history stays in the system, not in an email thread.

Deadlines and reminders

Alerts for upcoming and overdue dates: examinations, training, inspections, actions and document reviews.

Roles and permissions

Different visibility for an operator, area manager, EHS specialist, auditor and executive — without separate applications.

Field layer

Inspections, safety walks, LMRA and reports carried out on a phone, feeding data straight into central registers.

Analytics and reports

Dashboards showing completion status, backlog and trends by site, area, department and period.

Product layers

Three layers that decide whether the system is used beyond the EHS department: field work, document support and the management picture.

VIMS Field

Inspections, walks, LMRA and reports done on a phone after scanning a QR code or NFC tag.

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VIMS Intelligence

AI support for documents and data, with a visible source and mandatory human approval.

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Analytics and reports

Dashboards for timeliness, backlog and trends, filtered by site, area and period.

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The shared data model

These objects are entered once and reused by every register, so links between processes are created automatically.

Employee

Training, examinations, authorisations, incident involvement

Workstation

Requirements, risk assessment, exposure, instructions

Location

Areas, zones, inspection points, incidents

Machine

Inspections, technical changes, permits, breakdowns

Substance

Safety data sheet, workstations, measurements, protection

Contractor

Documents, people, permits, on-site inspections

How information travels through the platform

The same pattern applies to an incident, an inspection finding, a hazard report and a change request. Only the entry form differs.

1Base data: employee, workstation, location, machine, substance

2Registration in a process: incident, inspection, report, request

3Assessment and triage by the person accountable for the area

4Workflow: owner, deadline, status, reminder, escalation

5Execution and confirmation with supporting evidence

6Effectiveness verification and update of source documentation

7Feeding dashboards and periodic reports

8Conclusions returning to risk assessment and work standards

Connected HSE — three flows you can see in daily work

Data delivers most value when it does not end inside a single form. The first flow concerns incidents: a shop-floor report reaches the register, the register feeds root cause analysis, the analysis produces concrete corrective and preventive actions, and those feed back into the risk card of the workstation involved. The question 'what changed after the accident' stops being rhetorical.

The second flow concerns chemicals and exposure. A substance entered into the register is linked to the workstations where it is used, to workplace measurement results and to requirements placed on employees. A revised safety data sheet or a new measurement becomes a trigger for reviewing the risk assessment, not just another file in the archive.

The third flow concerns people. Assigning someone to a workstation compares the job requirements with what the person actually holds: training, examinations, authorisations. A role change, a return after long absence or a machine upgrade covered by management of change re-checks those requirements before a formal gap appears.

Staged rollout instead of a big bang

EHS platform rollouts rarely fail because of features. They fail because of the scope chosen at the start. That is why VIMS is modular — with one condition: the base data foundation is worth organising early, even if only one area goes live first.

A practical order usually looks like this: organisational structure and job list, then the process that hurts most (typically incidents or training and examination deadlines), then the field layer for supervisors, and finally management reporting. Each stage ends with something you can show, not a promise of results in a year.

This model has another advantage. The organisation learns the system on a small scope, builds its own naming and category standards, and only then extends them. That is far cheaper than cleaning up data after the fact, once tens of thousands of records already exist.

Frequently asked questions about the platform

Do all modules have to go live at once?

No. The platform is modular and areas can be enabled gradually. It is worth organising base data first — structure, workstations and locations — because every other register relies on it.

How is a platform different from separate programs?

The difference is in the links. In separate programs the same people, jobs and locations exist as several copies and relationships must be rebuilt manually. In VIMS they are shared objects, so an incident, an action and a risk card all point to the same data.

Who uses the system day to day?

EHS and quality specialists work in the registers, area managers own actions and deadlines, employees mostly use simple reporting forms and field checks, and management uses summaries and dashboards.

Does it replace paper documentation?

It replaces paper where regulations allow and organises it where they do not. Documents can be stored together with their link to an employee, workstation or incident, so finding the right version does not mean searching a shared drive.

How does it work in a multi-site organisation?

The structure covers multiple locations and permissions can limit visibility to a single site. Aggregated figures stay comparable because they come from the same registers and the same categories.

Where do we start if everything is in spreadsheets today?

With the one process that generates the most manual work, plus a list of workstations and employees. That is enough to see an effect within weeks while building the foundation for further areas.

Show us your process — we will show how it connects in VIMS

A demo does not have to be generic. Pick an area: risk assessment, chemicals, corrective actions, contractors or field inspections.

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