Problem Statement/Definition

The organisation faced increasing compliance risk due to inconsistent verification of licences, qualifications and certifications across its sites. Expired or missing credentials were often discovered only after work commenced, creating exposure to legal liability, safety incidents and regulatory breaches. Manual checks were time-consuming, error-prone, and difficult to audit.

Proposed Solution and Architecture

We deployed our SaaS-based Licence and Qualification Authority system within our Operations Cloud platform. The solution is fully mobile-accessible and integrates seamlessly with contractor workflows, including Work Authority and Permit-to-Work modules. It allows contractors and staff to upload credentials via secure web or mobile interfaces, with automated validation of document types, expiry dates and role-based compliance rules. The platform supports users outside the enterprise directory using secure, token-based authentication. Data is stored in encrypted repositories with audit logging and automated alerts for expiring or non-compliant records. The system scales horizontally to support thousands of users and multiple role profiles across hundreds of sites, with real-time reporting and API-based integration into existing HCM or access control systems.

Outcomes

The project delivered uniform enforcement of licence and qualification compliance across all sites, reducing administrative burden and regulatory risk. Auto-validation of credentials prevented unauthorised work and enabled pre-emptive renewal workflows. Completion rates for credential checks rose to nearly 100%, and incidents involving expired or invalid qualifications dropped to zero. Real-time dashboards allowed operational managers to monitor compliance status by site, contractor and job role, with system alerts reducing expired licence exceptions dramatically.