Engagement process description
A demonstration via Microsoft Teams will take place as part of the market engagement. If you would like to arrange a demonstration, please contact Gracie.Westlake@wales.nhs.uk to schedule
Solutions should demonstrably assist with COSHH assessments, substance inventory management, review and assurance processes, and regulatory compliance, while enabling consistent oversight, reporting, and user accessibility.
The system will allow for hierarchal and organisational structure breakdowns along with full overview of substances.
Duplication of assessments should be minimised / impossible to ensure the system is maintained and reflective of substances within the organisation.
A demonstration of the COSHH management system and its full capabilities is essential and cover such topics;
• How does the system perform across multiple sites and thousands of substances.
• What can the system do without human intervention.
• How the system helps you prove compliance to regulators.
• How they ensure staff use the system.
• Evidence of supporting large, complex organisations.
• Planned enhancements, AI use, automation, regulatory updates.
Essentials;
• Ability to create, review, and approve COSHH assessments with clear workflows.
• Embedded hazard information (e.g., CLP classifications, exposure routes, control measures).
• Version control with audit trails for changes, approvals, and reviews.
• Automated prompts for re assessment based on expiry dates or regulatory changes.
• Centralised inventory covering all sites, departments, and storage locations.
• Ability to track quantities, usage, and storage conditions.
• Automatic flagging of banned, restricted, or high risk substances.
• Automated SDS retrieval and updates from manufacturers or databases.
• SDS expiry tracking and alerts.
• Clear documentation of required controls (PPE, ventilation, training, monitoring).
• Ability to assign controls to responsible persons and track completion.
• Notifications for overdue actions.
• Ability to attach documents, photos, monitoring results, and certificates.
• Built in alignment with COSHH Regulations, CLP, REACH, and workplace exposure limits.
• Ability to generate compliance reports for internal and external audits.
• Full audit trails for assessments, approvals, SDS updates, and inventory changes.
• Scheduled review cycles with automated reminders.
• Dashboards showing overdue assessments, missing SDS, or high risk substances.
• Ability to escalate non compliance to senior management.
• Intuitive interface suitable for both technical and non technical users.
• Role based permissions to ensure appropriate access.
Desirables;
• Integration with procurement systems to prevent unauthorised purchases.
• Integration with maintenance systems for engineering controls.
• Ability to record exposure monitoring results and link them to substances.
• Health surveillance scheduling, tracking, and reporting.
• Alerts for exceedances or overdue surveillance.
• Ability to link COSHH related incidents to substances and assessments.
• Trend analysis to identify recurring issues (e.g., spills, dermatitis cases).
• API capability to integrate with:
o Procurement systems
o Asset management
o Incident reporting systems
o Health surveillance platforms
o Learning management systems (LMS)
• Built in training modules or onboarding workflows.
• Supplier provided training, helpdesk support, and SLA commitments.
• Automated updates when regulations change.
• Mobile access for labs, workshops, and clinical environments.