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Risk Mentor × Horizon Energy Group | ToR Response (Operational Risk, Competency, Equipment)
Risk Mentor × Horizon Energy Group

Answering HEG’s Terms of Reference

One people-centric platform for Operational Risk, Competency Management, and Equipment Compliance — mobile-first, offline-capable, and built for the realities of work.

Executive Summary Plan & Timeline

Executive Summary

HEG seeks: (A) a field-friendly, mobile-first risk tool supporting Take Five, JSEA and SSSP with live variation management; (B) a competency system aligned to the Common Competency Framework with alerts and real-time reporting; and (C) an equipment/PPE compliance system with certification, calibration and expiry alerts. Risk Mentor proposes Field Portal (FP) + Governance & Performance Reporting (GPR), underpinned by our Control Framework Architecture (CFW), to deliver all three streams across Utilities Group and Horizon Networks.

Mobile & Offline

Android and iOS phones/tablets, full offline capture, auto-sync with conflict resolution; downloadable forms, cached hazard libraries and job plans.

Variation Management

“This job has changed” prompts, pause/update/re-approve JSEA/SSSP, instant hazard flags, escalation to supervisors/HSEQ.

Decision Intelligence

Live dashboards, audit trails, leading indicators, export to Power BI/Excel; control-drift and active compliance monitoring.

Timetable: Start 8 Sept 2025 → Proposal due 19 Sept 2025 → Demos 23–25 Sept 2025. Thin-slice discovery-to-pilot in 12–16 weeks with measurable adoption and data-quality KPIs in Q1.

Part A — Operational Risk Management Software Tool

Objectives & Approach

  • Equip field staff with a mobile, offline-capable tool to document and manage operational risks (Take Five, JSEA, SSSP).
  • Capture variation from planned work and escalate as required.
  • Strengthen leadership’s ability to implement controls, verify practice, and support safe decisions.
  • Create a digital record of dynamic risk conversations and actions taken.
  • Evaluate usability, variation support, sync robustness, and integration ease.

Risk Mentor Fit

  • Field Portal (FP): Mobile-first, offline + auto-sync; downloadable forms, cached hazard libraries, job plans.
  • Variation: “Job changed” prompts → pause/update/re-approve; hazards/crew/weather flags; supervisor/HSEQ escalation.
  • Safety tools: Take Five (risk triggers); JSEA/SSSP linked to tasks; HEG Critical Risk Controls; control guidance & visual cues.
  • Leadership (GPR): live dashboards, overdue/high-risk flags, sign-off on variations, audit trail, SWP/risk register loop.
  • Reporting/Integration: ecoPortal, scheduling/timekeeping; exports for client docs, investigations, ISO; Power BI/Excel.
HEG Deliverable Risk Mentor Capability Acceptance Criteria
Mobility & OfflineFP offline on Android phones/tablets; auto-sync; conflict resolution; cached libraries.Field tests pass with no coverage; zero data loss; conflicts logged/resolved.
Real-Time Variation“Job changed” prompts; JSEA/SSSP pause/update/re-approve; escalation.All variations timestamped; approvals/audit trail intact; escalation SLAs met.
Field-Ready Safety ToolsTake Five with triggers; JSEA task linkage; embedded HEG controls; visual cues.≥95% valid records; ≤2% exception rate; control prompts shown by task.
Leadership OversightLive dashboards; overdue/high-risk flags; SWP/risk register update loop.Weekly exec/ops dashboards; drill-through to evidence.

Part B — Interactive Competency-Based Training Management

Objectives & Deliverables

  • Centralised competency framework setup/maintenance aligned to CCF and EDI peers.
  • Worker skills, certifications, quals, records; refresher requirements.
  • Alerts for expiries; real-time reporting for individuals/teams; drillable dashboards.
  • Ease of maintenance, report sharing; Excel/PDF export; privacy-compliant RBAC.

Risk Mentor Fit

  • CFW & obligations mapping: configure to CCF and sector requirements; data sharing with other networks as needed.
  • Institutional knowledge capture: co-design workflows so know-how is embedded (not just certificates).
  • Active alerts: expiry warnings to workers/supervisors; variation handling for training changes.
  • Reporting: role-based dashboards & exports; optional HR/LMS/BI integrations.

Part C — Equipment Safety, Certification & Compliance

Objectives & Deliverables

  • Equipment catalogue by type/state (current, expired, lost, storage, repair, stolen).
  • Compliance testing & expiry dates; calibration certificates; alerts for expiry.
  • Assignments to individuals/vehicles; bulk upload updates; drillable dashboards; Excel/PDF exports.

Risk Mentor Fit

  • Control-drift monitoring: overdue inspection/calibration flagged as control drift; surfaced in dashboards/alerts.
  • Traceability: link equipment to workers/vehicles and task workflows (readiness checks in FP).
  • Low-friction integration: harvest/push with provider databases; report sharing for audits.

Governance, Review Team & Vendor Assessment

Review Team & Trialling

  • Led by HSEQ & Operations with Digital/IT support.
  • Steering: HSEQ Lead & Systems Manager, Ops Supervisors, Field Staff, Regional Managers, GM Utilities, GM HSEQ, OD Manager HSL.
  • Trials: define participants/timelines; validate outcomes.

Vendor Assessment

  • Delivery & Service; Financial Stability; Technical Capability.
  • Security & Compliance; Innovation; References & EDI reputation.

Security & Reliability (RM)

  • RBAC, audit trails, encryption in transit/at rest, environment segregation.
  • Monitoring, change management, privacy-compliant data handling.

Phased Plan, Timelines & Costs

Weeks 1–3

Discover & Define

  • Stakeholder workshops (field, supervisors, leaders)
  • Map JSEA/SSSP/Take Five & credible failure modes
  • Agree KPIs & reporting cadence
Weeks 4–7

Design & Prototype

  • Guided forms & validations; control prompts
  • Reference library alignment
  • Draft exec & ops dashboards
Weeks 8–12

Build & Pilot

  • Implement workflows & integrations
  • Pilot with selected sites/teams
  • Training & enablement packs
Weeks 13–16

Scale & Improve

  • Refinements from pilot
  • Rollout plan to additional sites
  • Quarterly improvement roadmap

Cost to the Company (structure)

  • Initial software program cost
  • Configuration & development (CFW mapping, workflow build)
  • Ongoing content & software updates
  • Training & onboarding
  • Long-term licensing

Success Measures (first 90–120 days)

  • Adoption: ≥80% active users across digitised flows
  • Data validity: ≥95% required fields + evidence
  • Cycle-time: 20–40% supervisor/admin time saved
  • Visibility: weekly executive/ops dashboards with drill-through evidence

Proven Approach, Ready to Demo

Deployed with NZ EDB peers; sustained safety and performance gains via a co-designed, bottom-up method focused on the field, then scaled to leadership decision intelligence.

View Our Pitch Schedule Discovery

Prefer email? info@rmde.co.nz

Seamlessly Log In & Sync Your Field Portal

The Risk Mentor Field Portal is built for the realities of work. The app’s auto-sync functionality ensures your teams always have the latest forms, hazard libraries, and job plans, whether online or offline.

The RM inForms application operates on both Android and iOS platforms. It is built from the ground up with Frontline teams.  This identifies what resources they need to receive to execute their workflows  and key items of information they can return to demonstrate their professionalism in executing tasks.

[TODO] Series of images of the app on Android and iOS – particularly highlighting off line operating capabilities.

Structured workflows highlight immediately when there is a challenge in executing an activity in line with requirements.

[TODO] Video or animated GIF showing the process of reacting to an inability to apply a step.

Field and leadership reinforcement of the requirement to implement controls – achieved through:

  • Reminders for field crews on the control expectations
  • Records (and photographs) by field crews of controls implemented as the tasks are performed
  • Field inspections by supervisors and leaders with prompts to confirm controls in place

Conversations and considerations are captured in text fields in relevant forms completed by field teams and leadership when conducting inspections in-field.

[TODO] Demonstrate completion of a text field capturing specific risk considerations made.

Ruggedised or protected mobile devices are deployed to provide the field teams, supervisors, and leaders with a way to replace requirements for recording activities on paper.  Going digital also means that up-to-date information can be provided to frontline teams to improve their decision making whilst conducting tasks.

[TODO] Overview of workflow selection and completion. 

In-field team members can record their execution of tasks and identify conditions that should be considered and reacted to. Changes in conditions of equipment, availability of skilled personnel, or variations in the work environment are identified and guidance available on the best responses to differing levels of variation.

[TODO] Work through a risk consideration process. Describe an unwanted situation and reference a TARP review process.

Default configuration is for offline operation. This means that data is exchanged when devices are in range at WIFI enabled offices or workshops and corruption of data due to patchy in-field service is avoided.

[TODO] Show synch process.

Risk Mentor’s approach has been one of minimal data harvesting.  What this means is that, working with key stakeholders, we identify:

  • What key items of data are needed for the in-field decision makers
  • Specific request to database owners (via API or chron jobs run from these systems) on a daily (or similar) basis
  • Updates to RM hosted data to align with the single point of truth held in the master database (computerised maintenance management system, HR database, financial system, etc.)

Returned data is then provided in context for in-field workers.

[TODO] Example of updated workflow where up-to-date job lists, competencies, etc. are displayed.

Workflow templates are designed with in-field users. Depending on the application the questions, responses and “look-and-feel” of the workflow is matched to suit.  The native application available on both Android and iOS (as well as an online form-completion tool) is compliant with the platform requirements and will work on whatever device is being used.

[TODO] Demonstration material on phones and tablets. 

As for the earlier “Synching information to and from the mobile devices” section – the RM inForms application is built from a position of being natively off-line. The approach to synching is then to have prompts for users when completed forms are present on their device and escalating prompts if they fail to complete a synch on the nominated frequency (typically daily).

The logic behind not detecting online status and commencing synching is around data integrity. Clients operating outside metropolitan areas frequently have intermittent coverage – and commencing a synch each time a signal is detected was found to lead to excessive load on the device and potential for data corruption when synchronisation was incomplete – even though the data had left the device.

[TODO] Screen showing the reminder to synch.

The types of information downloaded to the app is completely flexible – and matched to the requirements of the in-field users to improve decision making.  Some examples of material downloaded include:

  1. Traffic management plans for the relevant work areas
  2. Competency records for frontline workers
  3. Compliance dates for equipment (e.g. roadworthiness certificates)
  4. Approved contractor information
  5. Procedures and key references (TARPs, etc.)

[TODO] Demonstrate the different information available on the app…

Key questions are included in workflows to prompt in-field workers to rethink their decisions.  Prompts around prevailing weather conditions, road conditions, equipment status, presence of public or third parties in proximity are all included to support in-field workers make the best decision around how they progress their works.

In some cases – where conditions are unfavourable – the best decision is to defer to more senior team members who may provide additional resources or endorse a rescheduling of works until conditions are more favourable.

[TODO] Provide example on the tablet of how this material is provided.

Workflows embed all the requiremenets of Job Safety and Environment Analyses (JSEAs) and Site-Specific Safety Plan (SSSP).  There are facilities to have trigger point questions that, if they can’t be confirmed, are a prompt to seek formal approval to proceed with the works. 

[TODO] Include video of workflow hitting an approval gate – and the guidance when this can’t be achieved. Also show the reapproval process on the workflow (supervisor sign off field).

Particularly when a workflow is being used to provide guidance to a work team, there are some key checks required. The response to the check guides frontline team members to take some subsequent step.

[TODO] Key question on workflow form. Access to TARPs.

Content…

[TODO] Video showing the Dashboards both on the portal and on the connected metabase platform which allows for drill down to detail on a range of items.

Content…

[TODO] Video showing supervisor sign-off section on forms.  Includes ability to have approved (signed off) permits as part of a workflow.

Hazards are generally known. The guidance in workflows is around confirming adequacy of controls in place for the hazards present.

[TODO] Provide overview of Credible Failure Modes as a more strategic tool than ever expanding risk registers.

Multiple sets of information are available.

[TODO] View of dashboard showing records returned. Generation of device logs functionality on the App.

Readily achieved.

[TODO] Include short video showing an update to a training record and how it appears on the app.

Data and other required exports.

[TODO] Metabase to CSV, output of Management Plans from source information. Metabase – generation of audit logs.

Generation of records of activity as well as inspections and leadership interventions.

[TODO] Metabase reports and discussion on flexibility of generating appropriate and value adding information to support leadership decision making.

Triggers for identifying changes to workflows.

[TODO] Stop point in workflow. Customisation of Change Management form or integration with external system.

Online and static resources available. Frontline up build of workflows reduces training and complexity requirements.

[TODO] Highlight training capability

The database is developed from the logic of roles being the point at which create, read, modify, delete permissions are set. 

[TODO] Example of different logged in users seeing different workflows.

 

[TODO] Combine an overview of the Baseline – workflow – record generation – audit and drift capabilities.

Content…

[TODO] Overview of skills listing in PowerNet – show the skills Process Map from the video with links to listings of different skills and current holders.

Content…

[TODO] Ability to set up the skills and include in reports and workflows.

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[TODO] Show the generation of refresher training requirements from saved searches in PowerNet and the training matrix from Ditchfield.

Content

[TODO] Screen clips and video showing the drop down skills and flagged stop point that only personnel with correct skills can conduct different workflow tasks.

Content

[TODO] Ability to generate actions that flag expired and expiring skills across diffferent employee mixes (workgroups, skills groups, etc.)

Content

[TODO] Show the ability to generate a skills matrix – Ditchfield example.

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[TODO] Show the load of skills into PowerNet (Document Handles and flag the bulk scheduled transfer from other systems)

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[TODO] Highlight the Metabase reports on skills and the ability to export to multiple formats.

Content

[TODO] Demonstrate ability to bulk upload skills from nominated 3rd parties. Contractor approval status tools.

Cover updated drop downs and potential for reports to individual workers and other named parties.

[TODO] Skills drop down example in a workflow.

 Content…

[TODO] Show ability to prompt for required skills.

Content…

[TODO] Show skills lists updated after synching.

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[TODO] Show updates of skills from HRIS in PowerNet

Content…

[TODO] Show overview of the various dashboards that can be provided for team members (Metabase and Whitesocks)

Content…

[TODO] Show the alignment with the EDI requirements. Include the drop downs for skills types and also the spreadsheet that showed the cross mapping of skills.

Content…

[TODO] Show drop downs of worker competencies. Ability to update and alert on training skills being updated on dashboards.

Content…

[TODO] Examples of dashboards and ability for team members to access detail from the dashboard view.  Specific groups of skills loaded into drop downs for mult-select.

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[TODO] Demonstrate the other systems that provide feeds to RM for PowerNet

Content…

[TODO] Show the ability to access the training resources. Optional – included the LD sample that show building of courses is also possible.

Content…

[TODO] Samples of PowerNet videos highlighting use of the platform.

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[TODO] Show the powernet asset register and also the BIS listing of assets, machines and components.

Content…

[TODO] Video showing the expiry dates of certificates. Excel sheet showing the BIS compliance sheet.

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[TODO] Samples of the BIS Dashboards with links out to documents that contain the certificates and calibration records.

Content…

[TODO] Speadsheet showing the status of the machine. Dashboard and RM portal capacity for highlighting and listing expired and expiring items.

Content…

[TODO] Selection of equipment and connection to users (links) or editing an item to an accountable role holder. Ability to create a machine from multiple components (show the machine assignation for a component group in BIS).

Content…

[TODO] Show the ability to create 

Content…

 

[TODO] Show the drop downs for in-date equipment. Include dashboard views showing expired and expiring certificates and calibrations.

Content…

 

[TODO] Highlight prompts in workflows that trigger stop points where key equipment is not included in approved registers (e.g. due to expired compliance certificates).

Content…

 

[TODO] Cover updates to equipment condition covered in each synch.

Content…

 

[TODO] Tablet views of contextual checks for field crews. Sample video of tablet in use near an item of equipment.

Content…

 

[TODO] Overview of the dashboards and typical information available. Include the ability to filter metabase reports by supervisor, date range, etc.

Content…

[TODO] Demonstration of linkage to statutory and SM-EI clauses to business inputs and their subsequent inclusion in workflow checks for equipment.

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[TODO] Include video showing updates of drop downs on available equipment. Stop points in workflows. Ability to update and synch information.  Note that realtime is constrained where devices are offline and unsynched.

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[TODO] Stop point and mandatory fields in workflows. TARPs for equipment (if available in PowerNet).

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[TODO] Screen shots of Metabase to CSV or JSON. 

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[TODO] Cover the training resources typically available. Show the ease of variation of field information and shared data moved to and from field devices.

Content…

 

[TODO] Show more examples of utilising the system as a plant safety file or safety dossier tool. With ability to allow for in-field inspections of conformance. Share the image of the in-field (online) inspection tool.

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