About Workforce Management

The health and safety of workers at Port Waratah Coal Services is a core commitment.

The Port Waratah value of caring, especially around safety and family, drives an overriding commitment to the health and safety of our people.

As both an industrial site and an international port, Port Waratah operations fall under Federal Security Legislation. We partner with our suppliers and contractors, providing site-specific inductions and regular safety interactions to ensure everyone on site is free from injury and harm.

To underscore and strengthen this commitment, contractors working for Port Waratah Coal Services must now be registered in an online Workforce Management System.

How does the system work?

Contractors will register both their business and workers (employees) in the Port Waratah Workforce Management System.

The process is relatively simple and is all completed in an online portal. We divide this into two stages to make it as seamless as possible: 1. Company Registration and Accreditation, and 2. Induction and Competency Management. The entire process is detailed on the Registration Process page, but we’ve outlined it below for you:

Company Registration and Accreditation

Beginning in the Company Registration and Accreditation portal of the Port Waratah Workforce Management System, you’ll answer questions about the type, scope and frequency of work your business does for Port Waratah. Based on your answers, you’ll be assigned a category to determine which documents we’ll need to get you compliant. You’ll upload those documents for Pegasus safety specialists to verify, and then you can get your workers registered.

Induction and Competency Management

You’ll be sent login details to the Induction and Competency Management portal of the Workforce Management System, where you’ll create profiles for your employees who work for Port Waratah. You’ll select the role/s they perform for Port Waratah, upload their qualifications and competencies (licences, tickets), and book online inductions which they complete before attending site. This information is also verified by Pegasus safety specialists. Compliant and inducted workers are issued with ID cards – their passport to work for Port Waratah.

PEGASUS

Pegasus connects a competent workforce. They manage the Workforce Management System on behalf of Port Waratah Coal Services.

The complete Pegasus workforce management solution:

  • provides immediate access to data on the workforce
  • manages all training and inductions
  • administers compliance and pre-qualification documents
  • manages the qualifications and competency, including licences and medicals, of all workers on a project
  • awards accreditation upon successful completion of inductions and assessments
  • provides tools for audit, investigation and inspection of businesses and workers
  • offers online and call centre support
  • manages contractor performance over term of their contract

Visit pegasus.net.au

The Registration Process

The Port Waratah workforce compliance process is completed in two parts:

  1. Company Registration and Accreditation, and
  2. Worker Induction and Competency Management.

We suggest you read through the instructions and give yourself time to source the information needed to work for Port Waratah.

Your nominated administrators will complete this process for your business and each worker (employee).

User guides with screenshots can be found on the Help and Resources page.

Please note:

Your company’s current accreditation will be recognised in Company Registration and Accreditation until it expires.

If your workers are existing Port Waratah contractors, you only need to complete the Induction and Competency Management process when their inductions are due for renewal. New workers should be registered as below.

LET’S GET STARTED

Stage 1: Company Registration and Accreditation +

Step 1 > Register a username and password

You should have received an Invitation to Register from Port Waratah. Please have this on hand when you begin this process.

The Company Registration & Accreditation portal of the Port Waratah Workforce Management System can be found by clicking REGISTER COMPANY at the top of the page.

Start by entering a username of your choosing, plus your email address and a password. You’ll be emailed confirmation.

Step 2 > Register business details and answer profile questions

Using your new details, login Company Registration & Accreditation system.

Follow the process to register your business by answering profile questions and selecting the insurances and licences you can supply to support your registration. Your answers will determine the category, and therefore the cost of your registration.

Step 3 > Pay for registration

Company registration costs $150 + GST annually, in addition to the accreditation costs outlined below. Costs include the verification of your documents and information, audit of your Safety Management System, and the maintenance of your account. If you hold a current Port Waratah or NCIG accreditation, you will only pay the business registration cost fee of $150 + GST.

    • High Risk: $650 + GST every 3 years + $150 every year
      • Year 1 total cost: $800 + GST
    • Medium Risk: $450 + GST every 3 years + $150 every year
      • Year 1 total cost: $600 + GST
    • Low Risk: $250 + GST every 3 years + $150 every year
      • Year 1 total cost: $400 + GST

Step 4 > Upload documents for verification

You will be prompted to upload your Port Waratah Invitation to Register, and copies of the licences and insurances you selected in step 2 for verification.

Documents may include but are not limited to:

– Public and Product Liability Insurance

– Workers Compensation Insurance

– Professional Indemnity Insurance

You may also be required to complete a desktop Safety Management System review of your policies and procedures. If this is required, you will be prompted to upload the required documents in the system for review by the Pegasus Safety Audit team.

You’ll be emailed when your documents are verified or if any corrections are required to finalise your company accreditation.

To complete your registration, you will next be invited to register your workers. Please click to expand Stage 2.

Stage 2: Worker Induction and Competency Management +

Step 1 > Login to the Induction and Competency Management System

Follow the link and login to the system using the details sent to you by Pegasus.

The next steps are to add your workers to ensure their compliance to work for Port Waratah Coal Services.

Step 2 > Add workers

Using your new details, you can login and add your workers in the system! You’ll start by selecting Manage Roles and then Add New Employee. From here you can enter and save their personal contact details, address, phone and email.

Step 3 > Pay for worker registration, inductions, and access ID card

Pay for your worker’s registration and induction, and order their access ID cards to work for Port Waratah Coal Services.

– Worker registration costs $100 + GST per person for the first year for the management of roles, verification of documents, and supply of card.

– Annual renewal costs $50 + GST per person

– Replacement cards are $30 + GST

A tax invoice will be supplied on payment.

Please note: Workers without Port Waratah site access cards will receive two when registered for the first time or booked for induction/re-induction: a Pegasus card, and a blank card with a Port Waratah sticker to be used for site access

Workers with original Port Waratah site access cards will receive a Pegasus card when registered for the first time or booked for induction/re-induction. Their existing Port Waratah card will still give them site access.

Step 4 > Add roles, upload documents and book training

You will next select your worker’s name to Add New Role and choose the role/s they’ll perform for Port Waratah Coal Services.

Your selections will determine the competency documents (licences, cards and qualifications) you’ll upload in the system to prove your worker can perform the chosen role/s.

At this time, you will also book your worker’s online inductions. They will be emailed a link and login details.

For workers with an electrical role, you will be prompted to book a classroom course as well as online inductions. The classroom induction is held on the second Wednesday of each month at Port Waratah.

Pegasus validates documents and applies roles

Pegasus will validate the documents you’ve uploaded during registration. You’ll be emailed if there are any issues and given a chance to update the information. Upon document approval and induction completion, the roles will be applied to your worker’s profile and their ID cards printed and sent. If the worker already has a Port Waratah access card, their details will be updated in the Port Waratah security system.

You may also wish to invite your registered employees to the Worker Portal, where they can manage their own compliance. Simply select the Invite Employee option from their profile. Visit the Worker Portal page for more information.

It’s important that you keep worker’s details up to date, and you’ll be emailed about expiring documents and information to stay compliant.

Pegasus Gateway

Once you have completed both stages to register, the system can be accessed by creating a Pegasus Gateway account, and adding the Port Waratah tile. This allows you to access both parts of the Port Waratah Workforce Management System from one place with one login. Click the Pegasus Gateway button at the top of the page once you’re all registered.

Process wheel

Help and Resources

System documents and guides

Policies

Definitions

Registration: Following the process to register in the Port Waratah Workforce Management System. In this process, contracting companies are categorised to determine the type of documents Port Waratah requires to onboard them. This categorisation also determines the requirements of the Health, Safety and Environment Review, which is completed when a company’s current Accreditation expires.

Health, Safety and Environment Review: A review of a company’s safety and environmental management systems. A current accreditation from Port Waratah or NCIG will be recognised against this requirement.  The Heath, Safety and Environment Review must be completed in the Workforce Management System when a company’s current Accreditation expires.

Helpful resources

This Knowledge Base includes steps to check company compliance, search for and edit employees, run reports on competencies or work hours, and create users, among other helpful tips. This process can be completed in Onsite, the Pegasus software that powers the Port Waratah Induction and Competency Management System.

The Business Rules specify the requirements of the documents you upload in the system. Ensuring your documents meet these requirements will save time and have your business and workers approved faster.

Complete and return this form if you have a new worker who is already registered to a different company in the system, and you need them added to your company. Workers can be removed from your company by an administrator directly in the system. Instructions on how to complete this process are available under the End Employment sub-heading of this page: https://kb.pegasus.net.au/display/OCCS/Person

Safety Management System Review links

Frequently asked questions

Please click to expand the FAQ below.

Where do I register in the system?

Start by registering your company – click REGISTER COMPANY button at the top of the page.

Refer to the information on this website to help you navigate and use the system, including the user guides at the top of the page and the instructions on the Registration Process page.

How much does registration in the system cost?

Company registration costs $150 + GST annually, in addition to the accreditation costs outlined below. Costs include the verification of your documents and information, audit of your Safety Management System, and the maintenance of your account. If you hold a current Port Waratah or NCIG accreditation, you will only pay the business registration cost fee of $150 + GST.

    • High Risk: $650 + GST every 3 years + $150 every year
      • Year 1 total cost: $800 + GST
    • Medium Risk: $450 + GST every 3 years + $150 every year
      • Year 1 total cost: $600 + GST
    • Low Risk: $250 + GST every 3 years + $150 every year
      • Year 1 total cost: $400 + GST

Worker Induction and Competency Management costs $100 + GST per person for the first year for the management of roles, verification of documents, online induction, and supply of card. Annual renewal costs $50 + GST per person, and replacement cards are $30 + GST. A tax invoice will be supplied on payment.

What documents do I need to upload to register?

Company:

The documents you upload will depend on the work your company does for Port Waratah. They may include but aren’t limited to:

  • Insurances such as Workers Compensation and Public Liability
  • Workers Compensation Insurance
  • Professional Indemnity Insurance
  • Company Trade Licences
  • Safety Management System (SMS) documentation or AS/NZS4801 compliance information

Workers:

The documents you upload will depend on the worker’s role, and may include::

  • Passport-sized photograph
  • Generic induction cards
  • High risk licences
  • Trade or tertiary qualifications
  • Certificates or statements of attainment

What benefit does the system have for contractors?

Registration ensures workers are qualified to access Port Waratah Coal Services sites. It allows you to keep your company and worker’s safety information up to date in one place online, and to ensure insurances, qualifications, licences and online inductions are always correct and current to work safely on site.

Benefits include:

  • join an online database of trusted and qualified businesses and workers
  • have higher quality work opportunities because you can prove you’re fit to work
  • maintain an online, portable profile
  • receive electronic reminders to stay compliant and ready to work
  • have licences, competencies, inductions, and documents verified by qualified auditors and industry specialists
  • manage your own profile – roles, competencies, and training – in the Pegasus system at any time, 24/7
  • access a support centre of industry and software specialists if you need help reaching compliance or navigating the system.
  • enjoy a transparent cost model

Do my subcontractors need to register?

Yes, your subcontractors will need to register their workers. They will only be validated when a Port Waratah contract administrator has given the company approval to operate on site.

What site access cards will workers receive?

Workers without Port Waratah site access cards will receive two when registered for the first time or booked for induction/re-induction:

  • a Pegasus card, and
  • a blank card with a Port Waratah sticker to be used for site access

Workers with original Port Waratah site access cards will receive a Pegasus card when registered for the first time or booked for induction/re-induction. Their existing Port Waratah card will still give them site access.

 

 

What do I do with my site card that has a sticker with an expiry date on it?

Please contact your company administrator to have your re-induction booked through Pegasus.

Workers with original Port Waratah site access cards will receive a Pegasus card when booked for re-induction. Their existing Port Waratah card will still give them site access.

Who do I contact if I have questions about the system?

You can contact Pegasus, who manages the system on behalf of Port Waratah Coal Services. Visit Contact Us for details.

 

Can I fast track an application?

Yes, Pegasus offers an escalation procedure.

Pegasus understands that there are times when you’ll need your data application or access ID cards to be processed faster than our standard delivery time of two working days.

Click to review the Data Escalation Policy.