University of Cambridge: A user-centred approach to safety management

The University of Cambridge worked with Nexer to design and deliver an internal, digital workplace solution for their Safety Office that was built upon their existing technology stack but which was grounded in a deep understanding of their user needs. The goal was to surface departmental data relating to risks, reduce the administrative burden, and better support various University departments in the completion, management and internal sharing of risk assessments and procedures.

We assembled a multi-disciplinary design and development team, including User Researchers, Content, Service and UI Designers, a Product Manager and Microsoft technology specialists, alongside a Delivery Manager from our partner, Paper.

Part of our remit was to introduce and embed recognised standards and good practices for the delivery of user-centred, agile technology projects into the University’s work. So, we delivered the project in four phases, aligned to the approach set out in the Government Service Standard, which we agreed was a good benchmark:

Discovery: We identified user and stakeholder groups and assessed their needs, employing a divergent research approach to explore various options and build a detailed understanding of requirements. During this phase we also evaluated technical preferences and constraints.

Alpha: We focused on testing ideas to solve problems, concentrating on the riskiest assumptions first, and developed prototypes to test ideas and gather feedback before finalising the solutions.

Beta: We built the solution, showcasing our progress to engaged users and stakeholders and incorporating their feedback. We also conducted thorough usability testing with five pilot user groups to refine the product further.

Live: Following the launch of the new service, we moved to a continuous improvement and product evolution phase, working through a prioritised backlog of improvements to further refine the live solution.

The project adhered to Agile delivery principles; prioritising work based on the value it would bring to users rather than a fixed specification of outputs. This iterative approach relied on close collaboration with users, involving workshops, show-and-tells, and continuous feedback and testing.

Using the University’s existing Microsoft technology stack, we created a digital workplace based upon the M365 and SharePoint platforms to provide a single-entry point for health and safety information and tools, and used MS PowerApps to build data and analytics, workflows and reporting into the solution. A home page provides a place to promote University level health and safety guidance, with separate landing pages for each department to store and promote content relevant to their own area. 

The Safety Hub aims to improve safety management, support safety role holders, provide actionable information, and identify areas needing support.

Key features

• Safety library: Up-to-date University level health and safety information with clear navigation and search functionality.
• Statement of intent: A document for Heads of Department to sign, committing to safety responsibilities.
• Role register: Displays safety contacts in each department and facilitates editing permissions.
• Hazard and risk register: Enables University departments to identify and report on hazards present in their department with automated risk-rating calculations.
• Department risk profile: Aggregates hazard data, prioritising high-risk areas.
• Power BI risk reporting tool: Provides a holistic view of University-wide risks for strategic decision-making.
• Departmental safety arrangements: Centralised safety guidance allowing for departmental customisation.

Our Content Designers worked to support the process in three key ways. They:

• Worked closely with the project’s UI Designer to make sure the text used in the interface was clear, simple and understandable.
• Used pair writing and editing techniques to help the University’s in-house safety specialists to move away from a formal style of writing and towards Plain English.
• Developed a bespoke writing techniques course and delivered it to the University safety team – this course covered a range of approaches, principles and techniques including:
  
  
  • How online reading differs from other kinds of reading
  • Reading to learn vs reading to do
  • Accessibility
  • Plain English
  • Top-down writing
  • Page layout
  • Online writing tools

We ran usability testing with five pilot departments to capture their initial experiences with the Safety Hub, providing valuable feedback to inform further developments. Positive feedback included the Safety Hub's ease of use and potential to streamline safety management.

The implementation of the Safety Hub brings numerous benefits. For the University and Safety Office, the platform improves risk recording, standardising best-practice and fostering departmental engagement with safety responsibilities. The open data approach also allows the sharing of best practices and provides consistent hazard recording, facilitating informed strategic decision-making.

For Heads of Departments and Safety Officers the Hub reduces the administrative burden, setting clearer expectations, offering proactive safety support, and up-to-date health and safety guidance. For everyone with access, the result is a safer place to visit, work, study, and research, with increased transparency, and an improved safety culture with clearly defined roles.

The Safety Hub at the University of Cambridge exemplifies a collaborative approach to enhancing safety management. By integrating effective technological solutions with a user-centred design approach and adhering to Agile principles, we successfully addressed the University's safety needs. The result is a centralised, user-friendly platform that streamlines administrative processes, demonstrates the University’s compliance with safety legislation and standards, and empowers departments to take proactive steps in managing their health and safety responsibilities.