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    qhsetech.com
    Updated May 2026
    Buyer Resource

    QHSE Software Features Checklist — 2026 Buyer's Edition

    A curated checklist of 53+ capabilities across 8 categories — copy into your RFP, weight by what matters to your programme, and force vendors to respond with native / configurable / roadmap / not available. Pair this with the vendor shortlist template and the ROI calculator.

    Quick Facts

    Categories
    8
    Total items
    53+
    Use in
    RFP · Demo · POC
    Standards
    ISO 9001 · 14001 · 45001 · CSRD

    How to use this checklist

    1. Mark each item as Must, Desired or Out-of-scope for your context.
    2. Weight the 8 categories (sum = 100%) to reflect your programme priorities.
    3. Send to shortlisted vendors and require: native / configurable / roadmap (with date) / not available.
    4. Score the responses, then validate the top 3 in live demos against scripted scenarios.
    5. Run a 30-day proof-of-value with the top 2 before signing.

    Core Platform (8 items)

    • Single sign-on (SSO) via SAML 2.0 / OIDC and SCIM provisioning
    • Role- and site-based access control with granular permissions
    • Multi-language UI (minimum: EN, ES, FR, DE, PT) and multi-currency
    • Offline-first mobile apps (iOS + Android) with auto-sync
    • Configurable workflows without code (drag-and-drop builder)
    • Native multi-site / multi-business-unit hierarchy
    • Open REST + webhooks API with rate-limit headers
    • Tenant-level data residency choice (EU / US / APAC)

    Quality (Q) (7 items)

    • Document control with versioning, e-signatures and acknowledgement
    • Non-conformance, CAPA and 8D problem-solving workflows
    • Internal audit programme with scoring and CAPA linkage
    • Supplier quality (PPAP, scorecards, on-time-in-full)
    • Change control with cross-functional approvals
    • Customer complaint management with root-cause
    • ISO 9001 / IATF 16949 / ISO 13485 pre-mapped templates

    Health & Safety (H&S) (8 items)

    • Incident, near-miss, first-aid and unsafe-condition capture
    • Investigation toolkit (5-Why, Ishikawa, ICAM, TapRoot)
    • Risk assessment (generic, dynamic, COSHH, manual handling)
    • Permit-to-work (hot work, confined space, working at heights, LOTO)
    • Contractor pre-qualification, induction and access control
    • Toolbox talks, training matrix and competence management
    • Behaviour-based safety / safety observation programme
    • ISO 45001 evidence library and lagging/leading indicator dashboards

    Environment (E) (6 items)

    • Aspects & impacts register with significance scoring
    • Legal register with regulatory horizon scanning
    • Energy, water, waste and emissions data capture
    • Spill, leak and environmental incident workflow
    • Chemical inventory and SDS authoring/library (GHS)
    • ISO 14001 pre-mapped templates and audit trails

    ESG & Sustainability (6 items)

    • Scope 1, 2 and 3 GHG accounting (GHG Protocol)
    • CSRD/ESRS, GRI, CDP, TCFD and SBTi disclosure workflows
    • Supplier ESG questionnaires with scoring
    • Double materiality assessment toolkit
    • Limited- and reasonable-assurance audit-ready evidence trail
    • EU Taxonomy alignment tracking

    Analytics, AI & Integrations (6 items)

    • Configurable dashboards with site/BU drill-down
    • Scheduled email/PDF reports and CSV exports
    • AI assistant for natural-language querying (with citations)
    • AI-assisted investigation, CAPA drafting and translation
    • Pre-built connectors: SAP, Oracle, Workday, MS Teams, Slack, Power BI
    • IoT/sensor ingestion (MQTT, OPC-UA) for live monitoring

    Security & Compliance (6 items)

    • SOC 2 Type II and ISO 27001 certified
    • GDPR-compliant with EU data residency option
    • Encryption at rest (AES-256) and in transit (TLS 1.3)
    • Penetration test reports available under NDA
    • Backups, RTO ≤ 4h and RPO ≤ 1h documented in SLA
    • 21 CFR Part 11 compliance for regulated industries

    Commercial & Support (6 items)

    • Transparent per-user / per-site pricing tiers
    • Free pilot or proof-of-value with success criteria
    • Implementation services with named project manager
    • 24/5 or 24/7 support with documented response SLAs
    • Quarterly product roadmap shared with customers
    • Customer success manager for tier-2+ accounts

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    Frequently Asked Questions

    What is a QHSE software features checklist?
    A QHSE software features checklist is a structured list of capabilities — across core platform, quality, health & safety, environment, ESG, analytics, security and commercial dimensions — used during vendor evaluation to ensure shortlisted platforms meet your real-world requirements before a buying decision.
    How do I use this checklist in an RFP?
    Copy the checklist into your RFP scoring sheet. Mark each item as required, desired or out-of-scope, weight the categories, and ask vendors to respond with one of: native, configurable, roadmap (with date), or not available — plus a short evidence statement and demo reference.
    How many features should I require?
    Most successful programmes require 25–45 must-have features and 40–80 desired features. Requiring more than 100 must-haves typically forces vendor lock-in to one mega-suite and removes negotiating leverage.
    Should I demand native features only?
    Not always — configurable workflows or pre-built connectors are often acceptable. Reserve 'native' as a requirement for security, audit trails, offline mode and core data model elements where workarounds risk failing audits or scaling poorly.
    How does this checklist compare to G2 or Gartner criteria?
    This checklist is closer to a buyer-led RFP scoring rubric than a market-analyst category review. G2 and Gartner emphasise market traction and presence; this checklist focuses on the operational capabilities your team will actually use day-to-day.
    Does it cover ESG and CSRD?
    Yes — the ESG & Sustainability category covers Scope 1/2/3 GHG accounting, CSRD/ESRS, GRI, CDP, TCFD and SBTi disclosure workflows, double materiality and EU Taxonomy alignment.
    What about AI features?
    The Analytics, AI & Integrations category covers AI assistants with citation-grounded answers, AI-assisted investigation and CAPA drafting, and translation — capabilities now considered table-stakes for serious 2026 evaluations.