Problem Statement/Definition

BCF faced inconsistent and decentralised work approval processes across its retail footprint. Contractor work was often authorised verbally or via manual forms, increasing the risk of safety breaches, unplanned outages, and non-compliance with WHS regulations. There was no unified process to manage high-risk work types or to enforce controls like hot work permits, confined space access, or after-hours authorisations. Reporting and audit traceability were limited or non-existent.

Proposed Solution and Architecture

The Unifii Work Authority Application Module was deployed as a secure, cloud-based solution with full mobile accessibility. The module digitises the full lifecycle of contractor work requests, from initiation and approval to permit issuance and closure. Integrated with Unifii’s Operations Cloud, the system allows work requests to be risk-rated using custom matrices, triggering the required permits and automated escalation paths. Contractors submit requests remotely, attach SWMS/JSA documentation and are validated against licence/induction status before approval. Permit types – including Hot Work, Confined Space and Working at Heights – are embedded into the workflow. The system supports users outside the enterprise domain, using tokenised and role-based secure access. Data is encrypted, fully auditable and accessible via real-time dashboards for live site coordination. The solution scales easily across all 140 sites and supports integration with site access systems and existing ERP/HCM tools.

Outcomes

BCF achieved consistent enforcement of work approval and permit requirements across all stores. Risk-based controls ensured only authorised personnel performed high-risk tasks under valid permits. Digital workflows eliminated paper-based delays and reduced permit approval time by 70%. Store managers gained real-time visibility into approved, pending, and in-progress work, while the HSE team accessed consolidated reports across the network. Non-compliant work events dropped substantially and the time required to produce audit reports was reduced from hours to minutes. Permit compliance rates improved substantially.