People Management User Guide

Quick Guide to understanding “People Manager”

Overview:                                                                               

Manage your entire workforce in a single view via a digital profile that is utilized across site divisions, providing access to all information linked to your internal and external (your linked contractors) workforce.

Quick Tips

TIP 1:

For easy searching of a specific individual, use the “Search” selection.

TIP 2:

Use the back button to return to your previous screen.

TIP 3:      

Within the employees’ profile, select the dropdown available to navigate between various demographics that you would like to view and manage on the individual.  

TIP 4:      

Advise your employees of any important tasks that need to be completed, by using the “Add Action” option available. This will allow for quick communication between yourself and the individual.

TIP 5:  

View Service Provider Employees by selecting the respective column.

 

Each tab will provide detailed information as per their headings. Employers can upload documents to their employees’ profiles, such as Medicals, Competencies and Qualifications and various other documents which will run through the Passport 360 OCR (Optical Character Recognition) System whereby the documents will be validated or rejected. 

Note: If the document fails in OCR, it will need to be recaptured. An email notification will be sent to the relevant user(s) detailing the discrepancies.

1. Add your own Employee
   

Select the “Add” button

Fill in the employee’s details.

Once complete – select the save button and your employee will populate in the grid that displays on the screen.

View an employee’s details by selecting the  button.

You will see a display of a quick overview of the employee’s General demographics, Safety glance, ID, KBC Training, CV and Emergency contact.

• Add details to an individual’s profile

Note: You can add a photo of the individual by selecting the “upload photo” button available.

Select the edit icon on the person “quick view” card,  update the information that

you would like to edit and select save.

2.1) Your safety glance is an at-a-glance summary of Employee Training and Medical information. This can be customized to display your preferred items.

Add safety indicators to an individual’s safety glance by selecting the  button.

From the dropdown selection available, choose which safety indicators you would like to have immediate visibility on and when complete, select save.

If no training has been recorded or is not found, the safety indicator will display red. If the individual has valid, recorded training, the safety indicator will display green and if the recorded training is about to expire, the safety indicator will display yellow.

2.2)

Add the individual's ID and CV documents.

Documents that have been incorrectly uploaded, will be rejected and will need to be captured again.

When uploading documents under the various tabs it is important to know the following:

• Select the correct expiry date
• Enter in / select the correct and corresponding information
• Any document uploaded to an Employees profile can be viewed by both his Employer and the Project Owner that he is linked to
• Documents must be in PDF format

Note: To add documents to the employees’ profile, select the browse button and choose your file from your personal file’s database, or alternatively drag and drop the file into the screen and the document will upload accordingly.

To view the uploaded document, select the view button

To delete the uploaded document, select the dustbin button

Note: Once a document has been uploaded the status will automatically be “pending approval.” This will run through the Passport 360 OCR.

2.3)

The Reseller specific delivered training history of the Employee, where applicable, is displayed here.

Access the relevant Training Certificates / Documents where applicable, by selecting the document that you wish to print. Provided that the correct and relevant information is on the Employee’s profile, a new window will open with the requested document.

For any queries regarding this process please contact your Reseller or [e-mail]

2.4)

Add an Emergency contact by selecting the  button

Fill in the requested fields and “save”

• Add a Medical

Upload and maintain Employees certificates of Fitness.

Note: No sensitive Medical information will be accepted. ONLY a Certificate of Fitness

Navigate to the button and select “Medical”

Select the button

Fill in the necessary data applicable to the employees medical and once complete, select “save”.

The employees medical details will appear in the Medical records display which will go through OCR for validation.

• Add a Qualification or Competency

This tab houses all qualifications and competencies.

Should your required competency or qualification not be avaialbel for selection, please refer to general settings whereby you can add your required skill certificate or email [e-mail] for assistance.

Select the “Skills” column via the   button.

Select the  button by the “qualifications” grid or the “competencies” grid.

Fill in the nesessary data applicable to the employee’s skill and when complete, select “save”.

The employee’s skill details will appear in the records display which will be validated through OCR.

• Add an Operating License

Select the “Operating License” column via the button.

Select the “Add” button

Fill in the necessary data applicable to the employees operating licence and when complete, select “save”.

The employees operating licences will appear in the records grid display which will be validated through OCR.

• Add PTO’s

Upload Planned Task Observations per Employee. These may also be uploaded by your project owner.

Select the “PTO” coloum via the button.

Select the button

Fill in the necessary data applicable to the employee’s PTO and when complete, select “save”.

• Add Delegations

This tab is used to manage your Legal Appointment delegation, so if your 2.6.1 is on leave and you require an individual to step in for that time period, you will delegate the current 2.6.1 Legal Appointment to the required individual through this tab. This is like a Legal Appointment letter but only for a selected time period.

Select the “Delegations” column via the button.

Select the button.

Fill in the nesessary data applicable to the employee’s delegation and when complete, select “save”.

• Add Legal Appointments

Select the “Legal Appointments” column via the button.

Select the button.

Fill in the nesessary data applicable to the employees Legal Appointment and when complete, select “save”.

The employees Legal Appointments will appear in the records grid display.

• Assign Positions to an Employee

Needs to be completed

Position requirements automatically populate according to what has been loaded on the Employee’s Profile, with the exception of any requirement where an “Upload” type is stipulated, or an “Online Course / Assessment” type.

A Service Provider may complete Position requirements on behalf of the Employee, except when an “Online Course / Assessment” type has been stipulated – this must be completed by the Employee through his individual profile.

Select the “Positions” column via the button.

• View which projects the employee is linked to

All of the listed projects that the employee is linked to will populate in the grid display. This will include the Project Name, Pack Name, Owner Company and the date that the Employee was linked to the project.

Select the “Projects” column via the button.

• Assign PPE

Needs to be completed

Any PPE items that have been assigned to the linked Employee will be displayed here. PPE can only be assigned by the current Employer, provided that the Company has a Corporate Client Package.

Select the “PPE” column via the  button.

• Notes

Only the current Employer can add Notes to a Linked Employee. The detailed Notes are only visible to the Users of the Company who created the note. Corporate Clients will only be able to view a note that has been made against an Employee, but not the details therein.

Select the “Notes” column via the button.

Select the  button.

Add your note in the field provided, upload any supporting documentation if its necessary and select save.

All of the listed notes against the individual will be displayed in the grid.

To view a note, select the button.

To delete a note, select the  button.

• Authorisations

Legal Authorisations required and / or issued by Project Owners will be housed here. Corporate Cleints may upload Authorisations against their linked Service Provider Employees.

Select the “Authorizations” column via the button.

Select the  button

Fill in the necessary data applicable to the employee’s authorization and when complete, select save.

The employee's authorisations will appear in the records grid display which will be validated through OCR.

• View which equipment the employee is linked to

Needs to be completed

Any equipment linked to a particular individual will be displayed here.

Select the “Equipment” column via the  button.

• Other

This tab is used to upload your employee declarations. These pull in the BU specific requirements which are acknowledged by the individual and displayed here. These can also pull into your SHE file is it is marked as a custom document.

Select the “Other” column via the  button.

Select the button.

Fill in the necessary data applicable to the employee’s declaration and when complete, select save.