Development of a Digital First Aid Kit Inventory & First Aiders Management Checklist – ‘FirstAidPro’ with Microsoft Tools

Abstract

High-risk industrial workplaces require continuous first aid readiness, which depends on regular inspection of first aid boxes, timely replenishment of supplies, and certified competent first aiders with valid Basic Occupational First Aid (BOFA) certification. At Malaysian Marine and Heavy Engineering (MMHE) West Yard, first aid management was previously handled through paper checklists and spreadsheet registers, which limited real-time visibility, delayed replenishment, and increased the likelihood of missed BOFA renewal dates. To improve control and traceability, this study developed the FirstAidPro System, a digital first aid kit inventory and first aider management system built entirely within the Microsoft 365 platform. Development was conducted in three phases: (1) creation of a First Aider Management checklist and an automated BOFA expiry reminder workflow using Power Automate; (2) digitalisation of the monthly First Aid Box checklist using Microsoft Forms integrated with Power Automate, supported by Microsoft Teams inspection reminders; and (3) pilot implementation and evaluation involving 40 first aiders using a 12-item Likert-scale questionnaire. The user feedback was analyzed descriptively using a total of positive agreement (agree and strongly agree) across four constructs, yielding 84.0% for usability, 86.67% for functionality and reminders, 78.75% for adaptability to the MHB environment, and 82.0% for implementation potential. Although the predefined ≥90% satisfaction threshold was not achieved, results suggest that FirstAidPro System improves record traceability, reduces reliance on manual follow-up, and supports compliance with first aid inventory and competency requirements. Wider implementation is recommended, supported by structured user training, formal integration into standard operating procedures, and enhanced analytics to guide continuous improvement and scaling within MMHE and comparable high-risk organisations.