Why Facility Managers Are Turning to Interactive EHS and GIS Software Solutions Like SiteMap®

In every sector from education and healthcare to manufacturing and public infrastructure, facility managers are leading the charge in digital transformation. Unlocking smarter, safer, and more efficient operations with interactive software solutions. Studies show that over 20% still rely on paper-based methods for Environmental, Health, and Safety (EHS) reporting.

With the availability of interactive software like SiteMap® (patent pending), companies now have access to centralized solutions that streamline compliance tracking, employee safety, and accurate records. Tools that support regulatory requirements and play a critical role in conducting thorough Facility Condition Assessments (FCA), ensuring long-term asset performance and risk mitigation.

 

Many facility managers still rely on a self-constructed, hybrid system of reporting that combines paper files with large digital spreadsheets. According to research conducted by Finch for GPRS, these records are often stored across an average of four separate locations. This approach to EHS can increase the workload for employees and facility managers as well as introduce risk for stakeholders and the facility itself.

The risks of relying on fragmented or outdated EHS reporting methods are well-documented. Here are several key statistics that highlight the importance of adopting centralized, interactive software solutions for managing records and ensuring compliance:

• This year, the Occupational Safety and Health Administration (OSHA) raised its maximum penalties to $16,550 per serious violation and $165,514 for willful or repeated violations, reflecting a continued emphasis on enforcement and workplace safety.
• Following the implementation of new health and safety sentencing guidelines in the UK, fines more than doubled in 2017 – from £35 million to over £73 million – underscoring the global trend toward stricter EHS compliance.
• 62% of facility managers reported experiencing a utility strike between 2015 and 2020, with 50% attributing the cause to inaccurate data and miscommunication, according to a Finch Study commissioned by GPRS.
• The average cost of a utility strike is $56,000, with potential downtime extending up to six weeks, highlighting the operational and financial impact of preventable incidents.
• For those still managing EHS data in spreadsheets, research by Professor Ray Panko at the University of Hawaii found that 88–90% of spreadsheets contain significant errors, the vast majority of which are due to human input.

These figures reinforce the need for reliable, integrated solutions that support proactive Facility Condition Assessments (FCA) and reduce risk across the board.

So, how do you determine the right digital solution for your facility’s EHS reporting needs?

Start by evaluating the specific requirements of your infrastructure, workforce, and operational processes. A thorough understanding of your facility’s environment will guide you toward the most effective interactive software.

Consider whether your EHS program would benefit from streamlined elements such as segmented training modules, contractor onboarding workflows, and version-controlled documentation.

Think about the level of automation your team needs. Would real-time alerts for non-compliant events, automated reminders for remediation tasks, and compliance deadline tracking improve your efficiency?

Accessibility, data sharing, and security are also critical. Do you require a mobile-friendly SaaS platform? Will your solution need to integrate with other systems like GIS or inventory management applications?

Next, consider the key questions you’ll need to answer to demonstrate the return on investment to your company’s stakeholders:

• How will this interactive software solve our problems?
• What is the total cost?
• Which features are essential to support our goals?
• What happens if incident rates don’t decline?

The National Safety Council (NSC) has provided valuable guidance for facility managers looking to evaluate and compare EHS software solutions. In a recent report, the NSC explored how to cut through technical jargon and assess platforms on a direct comparison basis – highlighting the growing role of machine learning and AI in workplace safety. According to their findings, 67% of EHS professionals anticipated a significant rise in the use of predictive analytics to enhance safety outcomes.

Part of the NSC’s “Work to Zero” initiative, aimed at decreasing workplace fatalities – the report focused on how interactive software and mobile applications can reduce injury and fatality risks, particularly in industrial environments.

Their approach was straightforward:

• Identify real-world case studies and practical applications for EHS software
• Develop a market landscape “shortlist” of vendors to support facility safety managers

The NSC evaluated both large-scale enterprise systems and cloud-based SaaS platforms, offering a broad view of available options. The report also compared customized versus off-the-shelf solutions, outlining the strengths and limitations of each. Helping companies make informed decisions based on their specific needs and long-term goals, including Facility Condition Assessments (FCA).

Matching Software to Real-World Needs

Defining your use case is essential to selecting the right interactive software solution. The NSC categorized their findings into four primary use case scenarios:

1. Hazard Identification & Risk Assessment (HIRA)
2. Permit Management (Permit to Work / PtW)
3. Incident Management
4. Safety Audit Management

Beyond these core functions, other industry sources recommend evaluating additional factors such as functionality, workforce buy-in/engagement, ease of implementation & training, privacy & security, compliance, support quality, scalability, and the ability to integrate with other necessary software as qualifying factors.

 

Prioritizing Data Quality in Your Digital Strategy

One of the most important considerations for any facility manager is recognizing that the value of any software solution depends on the quality of the data it contains. This is especially true when it comes to managing complex facility and site infrastructure. Even the most advanced, integrated GIS platforms still rely on accurate data input – whether from you, your team, or your contractors. And just like spreadsheets, manual entry introduces the risk of human error.

That’s why many facility managers are turning to interactive software with built-in automation, predictive analytics, and intelligent notifications to help monitor and maintain data quality. These algorithm-driven tools can flag inconsistencies, forecast potential issues, and support proactive decision-making.

Achieving true accuracy – both above and below ground – requires more than just technology. It demands expertise across multiple disciplines, a clear understanding of the data’s purpose, and the ability to instantly upload findings in a digital format that ensures seamless integration with other GIS and EHS software platforms.

Purpose-built for facility managers, SiteMap ensures your infrastructure data is current, version-controlled, and construction-grade accurate. Because GPRS handles the data collection and upload process for you, you can trust the results. In fact, for utility locating and concrete scanning and imaging, SiteMap delivers 99.8% accuracy.

In most cases, your facility’s layered, geolocated utility maps are available in SiteMap within five minutes of project completion. That means you have instant, 24/7 access to the data you need to dig safely and manage your site with confidence.

 

Our in-house CAD team transforms utility data, concrete imaging, video pipe inspection reports, and 3D laser scans into a wide range of deliverables – all easily accessible within SiteMap. These include FLRPLN, which enables quick mapping of emergency escape routes, and Walkthru 3D, an immersive tool that provides a guided, point-of-origin-based 3D tour of those routes. Both features are powerful additions to any facility manager’s risk mitigation strategy and support more effective Facility Condition Assessments (FCA).

When aligned with your facility’s specific needs, the right EHS and GIS software can fundamentally enhance how you manage safety, compliance, and infrastructure. Solutions like SiteMap equip facility managers with real-time access to critical records, deeper visibility into operational trends, and the flexibility to manage assets from anywhere. With these tools in place, teams can shift from reactive problem-solving to proactive planning. SiteMap is purpose-built to support that transformation. Delivering the precision, accessibility, and insight required to manage today’s complex facility environments.

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