Project Compliance User Guide

Quick Tips

TIP 1: For easy searching of a specific item, use the “Search” selection

TIP 2: To edit an item, use the edit    option available.

TIP 3: To view any items within Project Compliance, use the view       option available.

TIP 4: To delete a component, select the item and delete.   TIP 5: Use the download function to download documents.

TIP 6: To cancel any action at any given point, simply select the cancel button to return to the previous field.

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Create and Manage Business Unit Requirement

1.     Add Equipment

The BU requirements menu is available in Project Compliance. It allows for setting BU / Division specific requirements. Items within the BU requirements tie into relevant line items within the created pack and are manually configured.

Note: Items created can be made mandatory to the entire BU – E.g. ALL service providers linked to projects, where the specified requirement is used, must complete all requirements. Items mandatory to selected service providers must be assigned per service provider, per project.

Navigate to the Project Compliance tab Select   to add a BU Requirement.

You will notice that there are already a list of default BU requirements added. If they are not applicable to you, then you do not have to add anything to them as they are not mandatory.

1. 1    Add documents to these Requirements

To add documents to these requirements, select the     button. Select the button.

Fill in the required fields.

Note: if you select “yes” on does this requirement need to be completed at regular intervals, a secondary field will populate, whereby you need to add a value to the number of days.

Note: if you select “yes” on does this require a hazard, a secondary field will populate, whereby you need to select which hazard/s are applicable.

Note: there are various document types available for selection. Each document type will require its own specific action to be successful.

None: No document required

Upload Document: Upload the requested document template.

Document Management system: This pulls in the document from the Companies integrated document management system. E.g. Waypoint

Document URL: This requires you to add the document URL so that the document can be viewed when clicking the URL link.

Once you have filled in all the required fields, select and the requirement will display in a list format.

1.  2     Add your own custom BU Requirement

Select the  button.

Fill in the document name and select “save”.

Select the   button to add BU requirements to the listed document. Fill in the required fields and select save.

Your listed requirements will display as the below example.

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Create and Manage Packs

2.              Create and Manage Packs

Create and manage your Pack requirements to which your Service Providers / Contractors must comply to work on your Projects.

Select  button to manage your packs. Select Add the Pack Name and “save”

Created Packs will be displayed in the Active Packs grid.

To add pack requirements, select the   button. Total people on this Project is a mandatory requirement that will be added to ALL Packs.

Service Providers must indicate how many Employees will be linked to a Project and ensure that the same number of Employees are linked to the Project through the People Manager to comply with this requirement.

This documents weighting, ordering, reference fields may be edited.

Note: The line item can be removed by clicking the delete icon, however it is not recommended.

Select to create a Pack Requirement.

2.1        Select the type of document you would like to add.

Note Applicable:

This is not a system-built document, which means its not one of Passport 360 general pack items, which means its not applicable.

General Contracting Information:

This is a system generated document based on the Service Providers Company Information captured upon their Sign up. No upload is required by the Service Provider, the line item will automatically build and change color to indicate awaiting Pack Approval.

People Information:

This is a system-built document that pulls in from the People Manager module. This includes generic information based on the individuals linked to the project.

Competence Document:

This is a system-built document that pulls in from the People Manager module. Any Competencies that the individual has recorded will be displayed according to the requested requirement.

Equipment Document:

This is a system-built document that pulls in from the Equipment Manager module. Any equipment that the Service Provider has recorded and linked to the Project will be displayed according to the requested requirement.

Medical Document:

This is a system-built document that pulls in from the People Manager module. Any medicals that the individual has recorded will be displayed according to the requested requirement.

Training Matrix:

This is a system-built document that pulls in from the People Manager module. All training related documents that are required for the individual will be displayed in this document type.

Legal Appointment:

This is a system-built document that pulls in from the People Manager module. The Contractors legal appointments will be displayed in this document type.

2.2        Add the Document (requirement) name.

This name will be displayed within the Pack. The Document Name should be clear enough to ensure that your linked Service Providers complete the requirement correctly. Changing the document name will result in already uploaded documents not being available for viewing / approvals. The Service Providers will be required to complete the requirement again.

2.3        Add the Document reference.

Add additional information about your requirement such as template version numbers or further instructions.

2.4        Multiple Document.

This function will allow your Service Providers to upload more than one document and save each one individually. If this option is not selected each uploaded document will override the last document saved.

2.5        Common Document.

This function will allow requirements created with the EXACT same name to be populated across multiple packs and projects when the Service Provider has completed this requirement within ONE of the Packs. Both line items will need to be marked as Common Documents.

Note: Common Documents are only applicable PER Project Owner

2.6        Document Ordering.

The document ordering determines the display position of this requirement within the Pack.

2.7      Document Weighting.

The Document Weighting determines the importance of the requirement within the

Pack. This weighting will affect the Compliance calculations.

Packs must be weighted to generate a compliance percentage and activate the Compliance Slider widget.

The recommended total of all document weightings within ONE pack is 100% to ensure the most accurate Compliance calculations.

2.8       Validation Workflow.

Client Approval: documents submitted to this Workflow can be validated by ANY User with the correct user rights within your Company. These documents are pooled together within the Approve Documents Function per project.

Submit to Workflow: select a Workflow from the dropdown menu from the Workflows you have already created. The document will then follow the steps and actions as stipulated in the Workflow selected.

Select Group: this is a user group selection, which means that anyone in the User group can approve the document.

Note: The Workflow selection cannot be changed once a document has been uploaded by a Service Provider and has not yet been fully processed.

2.9      Attach Work Permit

2.10     Approve document upon pack

2.11    Is this a JRA Document?

2.12   Select your BU Requirement

2.13  Upload a template document if its applicable

Once all the fields have been selected as required, select

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Add Packs

3.              Archive Packs

Select the    button to archive packs that are no longer relevant. This pack will no longer be available for selection when creating or linking to a Project. Once a pack has been archived, it will display in the Archived Packs grid.

If you need to reinstate a pack, select the      button. If you reinstate a pack, all the history Service Providers that have previously loaded documents against the pack will have their previously uploaded documents automatically pull in with the reinstated pack.

Note: Packs that are archived whilst still linked to an Active Project will not be available to your Service Providers when linking to your Projects.

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Create and Manage Projects

4.              Create and Manage Projects

Create a Project to which your Service Providers can Link to access the Pack Requirements.

Select button to manage your packs. Select

Add the Pack Name, select the Project Manager from the dropdown selection, select

the Pack Name and “save”.

Project Name: This will be the Project name displayed for Service Providers to link to.

Project Manager: This person will pull in from your System Users / People Management module.

Pack Name: Select the Pack to be used in this Project from your Active / existing

Note: You can add multiple packs to your projects if it is required. All linked packs will display accordingly.=

• Use the  button to edit and add packs to your
• Use the button to add document types (created in settings, refer to the settings user guide for more information) to your
• Use the   button to add Legal Appointees to your project (created in settings, refer to the settings user guide for more information).

Note: You can add multiple packs to your projects if it is required. All linked packs will display accordingly.

4.1            Archive Projects

Click the Archive button,   in the Active Projects grid to archive the ENTIRE project. This should only be done on completion of the project.

Archived Projects can be reinstated to the same status that they were when they were archived, by clicking on the “Archived Projects” tab to view projects that have been archived.

Click on the Reinstate button,   to reinstate the project. All documents uploaded against the project will be available for viewing.

4.2         View and Manage your Linked Contractors per Project

Select the view button, to approve Service Providers pending approval to link to

your projects as well as Service Providers pending approval on their SHE files.

If the Service Provider is still pending approval to link to your Project, you need to select the  button.

This will display all the Service Providers awaiting your approval. Simply select the button to approve their linking to your project.

Note: You need to select the project that you would like to View and Manage to see your Active Service Providers, Archived Service Providers, Active Section SHE Files

4.3            Assign a Workflow

Select the     button.

Select the Workflow that you would like to assign to the Service Provider and click “Save”.

4.4                      Add a Task

Select the     button.

Fill in the details of the task that needs to be sent to a specific individual and select “Save.”

4.5                   Transfer Contractors SHE File

Select the     button.

Select the Project name that the data needs to be transferred to and the pack name

that the data needs to pull from. Once complete, select “save”.

4.6                      Archive a Contractors File

Select the    button.

Note: Ensure that you have selected the correct Service Provider before Archiving their file.

The system will pop up a message for you to confirm that you would like to remove the record.

to confirm the action, select “ok” Your archived Service Provider files will display in the “Archived SP” folder, whereby you can reinstate that Service Provider if its required.

4.7                          Transfer Contractors SHE File

Select the button. Select the Project name that the data needs to be transferred to and the pack name that the data needs to pull from. Once complete, select “save”.

4.8                    Archive a Contractors File

Select the    button.

The system will pop up a message for you to confirm that you would like to remove the record.

to confirm the action, select “ok” Your archived Service Provider files will display in the “Archived SP” folder, whereby you can reinstate that Service Provider if its required.

4.9                          View your Contractors SHE File

Select the    button for the Service Provider that you would like to manage.

When you open your Contractors details you will see a “quick view” on the Contractor status.

Print Pack:

Print Pack will consolidate all completed Pack Requirements into a singular PDF

Document to be downloaded or printed.

Note: This process may take up to 10 minutes depending on the amount of data uploaded.

Add Evaluation:

When evaluating your contractor, keep in mind that this question set is created in the Vendor Management Module (refer to the Vendor Management user guide for more information). Once you have completed your evaluation, your evaluation will appear in the Vendor Management module for viewing.

Review Pack:

Should you need to review a Contractors pack for any given reason, the system

will prompt you to give a reason for the review and when you have filled in the field,

select save.

The Contractors pack will revert to a “Not Approved” state if you put the file under

review. Once you have completed the review, select

Pack History:

All actions taken against the full pack are recorded and will be displayed here. E.g.

If a Pack is approved the date of approval, action taken and by which User will be displayed.

Pack Documents:

The “Status” column will display a legend indicating where in the Validation Process

the uploaded documents are.

Pack Documents:

The “Status” column will display a legend indicating where in the Validation Process

the uploaded documents are.

Red: Expired / Not Uploaded

Green: Validated

Blue: Validation Progress Yellow: Validation Rejected White: Approval Process Teal: Not Applicable

Note: If you mark a specific line item as Not Applicable, this document requirement will be excluded from their Compliance Calculation.

Orange: Review

To view a specific document, select the the button or to approve the document.

Note: you will be required to add a reason for rejection should you reject the document.

• To mark a specific document requirement as not applicable, select the button.

• If you have marked a specific document as a BU requirement, you need to select the     button and the system will build a system-built document that pulls in the required data base, that was mentioned when you created your specific BU Requirements.
• To view work permits assigned to the document requirement, select the  button and it will pull in the required document for viewing. Final actions to be taken on the Contractors SHE File is to either “Reject the Pack” or to Approve the Pack

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People Manager

5                People Manager

Select the  button. Click the View button to access the Employees full records.

The employees that are linked to the project will display in a list format.

To view the employees training matrix, select the              button.

Select the required training items that you would like to view and save.

Items in RED indicate expired or incomplete records of the selected item. Items in GREEN indicate valid records of the selected item.

To request that a task be actioned against a specific individual select the button, fill in the required fields and save.

If you require the full view of a specific individual, select the button and a full view of the individuals profile will be displayed.

Note: The full profile information will ONLY be available if the individual has acknowledged a POPI declaration. This remains the responsibility of the selected individual and/ or his employer. A Corporate Client may not edit Linked Service Provider Employee’s personal information.

The Approve button will mark the employee in an Approved or Rejected status for a specified number of days. An email notification will be sent to you are the end of the stipulated period to review the Employee’s records.

Note: Only the Contractor can remove their Linked Employees from the selected Project.

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Equipment

5                Equipment

Select the Button.

This will indicate how many Contractor Tools and Equipment have been linked to your Project.

Click the View         button to access the Equipment items full records.

The Approve button will mark the Equipment in an Approved or Rejected status for a specified number of days. An email notification will be sent to you at the end of the stipulated period to review the Equipment records.

Note: UNLINK can only be completed by the Linked Contractor.

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Multiple Uploads and Documents viewable

7.              Multiple Uploads and Documents made viewable

Non-Compliance:

Non-Compliance Information can only be uploaded by a Project Owner against a Service Provider PER Project.

Audit Reports:

Audit Reports can be added against a selected Service Provider PER Project.

Permit:

Allows Linked Service Providers to upload Permits to Work which may be required for this Project but are not listed in the Pack Requirements index.

Delegations:

Delegations are a system-built summary of Legal appointments. Delegations should be in place if a Legal Appointee is unavailable to perform his duties for a period. The delegations must be uploaded by each Service Provider company when applicable.

Legal Documentation:

Legal Documentation, created in the BU requirements menu tab and have been assigned to the selected Service Provider, must be electronically acknowledged by the Individual.

Other:

Allows Linked Service Providers to upload other documents which may be required for this Project but are not listed in the Pack Requirements index.

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Create a Section File

7.              Create a Section File

Internal Corporate Client users can link directly to a project from their Corporate Client view, by creating a Section SHE File. This option can be found in an existing project.

To create a Section File, select  the button.

Fill in the required fields. When entering the Section Area, this may include shifts if its required. E.g: Section A Shift 1. Select your supervisor from the drop-down menu. The available packs will populate from your existing packs previously created.

Note: The Pack selected will determine the relevant legal appointments that need to be selected for this section file.

Once you are completed the required fields, select

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Link to a Project

8.              Create a Section File

Note: UNLINK can only be completed by the Linked Contractor.

Navigate to Project Compliance on your dashboard.  Select

• Select the Primary Company from the indicated box by typing the Company Name and then selecting it from the dropdown selection The Primary Company will be the owner / creator of this project and is usually a large Corporate Client.
• Select the Name of the Project that you are contracted to work from the next dropdown menu generated by the selection of the Primary
• Select the required Pack There may be multiple Packs linked to the Project, clarity can be obtained from the Project owner as to which Pack you should select.

Note: Your selection of the correct Pack Name is CRITCAL as it will determine the requirements of your SHE File. If the incorrect Pack Name is selected it may result in your Company not being allowed on site due to the Pack Requirements not being met.

Select the Supervisor Name from the dropdown list available.

Ensure that you select the correct “Project Type”.

Service Providers may mark themselves as Principal Contractors for their Company

Users to be included in Project Owner Workflows, where required.

A Project Owner may override the Service Providers selection at any given time.

Note: Corporate Clients / Project Owners will be able to access all information uploaded against the Pack items and will be able to view information uploaded against Linked Service Providers’ Employees and Equipment. They are, however, not able to edit this in any way.

The Contact Start Date and Contract End Date will be determined in the initial Project set up.

Add your Vendor Number and any additional information that may be required. You may also include the Contract and / or Scope of work here.

Once you have filled in the required information select

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Mamage Localised Contractors

10.         Manage Localized Contractors

This feature allows the Corporate Client to group their Contractors according to the area they reside in and to later award contracts according to their area and the scope of work.

• To create an area, select the Navigate to the  button. Select

Fill in the name of the area that you would like to add using the text field.

Once you are complete, select    

• To manage your Contractors area, select a Contractor from the dropdown selection

From the next dropdown selection, select “Yes” or “No” if the Contractor is localized.

Lastly, select the geographical area applicable to the Contractor

When you are complete. Select