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Month: March 2019
About Workforce Management
The health and safety of workers at Port Waratah 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 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 safety specialists to verify, and then you can get your workers registered.
Induction and Competency Management
In the second phase 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 safety specialists. Compliant and inducted workers are issued with ID cards – their passport to work for Port Waratah.
Avetta
Avetta manage the Workforce Management System on behalf of Port Waratah Coal Services.
Learn more about Avetta.
The Registration Process
The Port Waratah workforce compliance process is completed in two parts:
- Company Registration and Accreditation, and
- 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.
LET’S GET STARTED
Stage 1: Company Registration and Accreditation +
Step 1 > Create your supplier profile
Click here to create your supplier profile, username and password and get started.
If your business is already registered in Avetta, go to Step 2.
Step 2 > Connect to Port Waratah
In the ‘Find Connections’ search field, type Port Waratah.
Add the site and select Next in the upper right-hand corner.
Step 3 > Service Evaluation
Enter your ABN (if applicable) and complete a quick service evaluation to identify the services your organisation provides.
Select Next in the upper right-hand corner once complete.
Step 4 > Checkout
The cost to join the program is based on the level of compliance required for your business and the type of services your company offers.
Enter your payment details and confirm your payment.
Please note that adding additional clients in the Avetta system may increase your annual membership cost. Any increase will be generated and charged via future invoices.
Step 5 > Port Waratah Prequalification
Select the Network button in the left-hand menu and get started on the prequalification requirements for Port Waratah. These may include, but not be limited to:
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- Company information and locations
- Safety information
- Insurances
- Licences
Note: You will still be required to upload your Invitation to Register. If you do not have an Invitation to Register, please contact your Port Waratah Contract Holder or [email protected].
Insurances and licenses will be verified by the Avetta team, who will reach out should any corrections be required.
Step 6 > Manual Audit / SMS Review (if required)
Depending on the work your organisation performs (as identified in Step 3), you may be required to complete a SMS review (Manual Audit), which is an independent desktop audit of your Work Health and Safety documents by a qualified WHS professional. The documents you’ll be asked to provide may include, but are not limited to:
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- WHS Policy
- Safety Management System
- Safe Work Method Statements/JSA/Safe Work Procedures
- Risk Register
- Training Matrices/Training Needs Analysis
Once complete, select Submit in the top-right corner.
Your manual audit assessment questions and submitted documents will be audited within ten business days of submission. If corrective actions are required for you to meet compliance, you’ll receive an email from our auditors.
You must complete all prequalification requirements for Port Waratah before your company will be considered compliant.
To reach full compliance to work for Port Waratah, you must next register your workers.
Stage 2: Worker Induction and Competency Management +
Step 1 > Login to the Induction and Competency Management System
From the Connect system, select the Workers tile in the left-hand menu, then select Pegasus Workforce.
If you don’t immediately see the Port Waratah tile, click on the Add or Remove Portals and select the Port Waratah tile.
Step 2 > Add workers
Select Manage Roles and then Add New Employee to enter each worker’s details. Use each worker’s personal email address and mobile number, as they will receive important emails regarding expiring competencies and additional tools to access.
If your worker already exists, simply click on their profile.
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.
– Worker registration costs $76.76 + GST per person for the first year for the management of roles, verification of documents, and supply of card.
– Annual renewal costs $76.76 + GST per person
– Replacement cards are $34.50 + 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 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 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.
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.
Documents validation and applies roles
The documents you’ve uploaded during registration will be validated. 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.
Process wheel
Help and Resources
System documents and guides
- System user guides: Company Pre-Qualification
- System user guides: Supplier Portal
- Port Waratah Statement of Competency
Policies
- Code of Conduct Policy Statement
- Environmental Policy
- Health and Safety Policy
- Modern Slavery Policy Statement
- Whistleblower Policy Statement
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
Our Knowledge Base now provides comprehensive guidance on various aspects of our system. This includes instructions on accessing your account and registering, navigating our supplier portals, managing roles and worker subscriptions, setting up and using the Workforce by Avetta Mobile App and other support materials.
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.
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/WFMS/Supplier+Portals
Safety Management System Review links
- Safe Work Method Statements overview
- Safety Management System Knowledge Base
- SafeWork NSW
- Safe Work Australia
- SAI Global
Frequently asked questions
Please click to expand the FAQ below.
Where do I register in the system?
Start by registering your company – click REGISTER NOW 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 it cost to register a business?
The cost to join the program is based on the level of compliance required for your business and the type of services your company offers.
Please note that adding additional clients in the Avetta system may increase your annual membership cost. Any increase will be generated and charged via future invoices
How do I renew?
The annual subscription fee will be automatically deducted from your account at the time of renewal. If you are required to do an annual assessment, you will be notified to log back into Connect to resubmit.
How can I get a refund?
If you believe you need a refund, follow the instructions here.
Membership and billing
If you have questions about your invoice or membership, click here.
How do I add and manage users?
If you need to add additional users, click here for instruction.
How do I remove a client connection?
If you choose the wrong Whitehaven site or accidently add another client, click here for instructions on how to remove the connection.
How much does it cost to register a worker?
Worker Induction and Competency Management costs $76.76 + GST per person for the first year for the management of roles, verification of documents, online induction, and supply of card. Annual renewal costs $76.76 + GST per person, and replacement cards are $34.50 + 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 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 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 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 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.
Workers with original Port Waratah site access cards will receive a 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 Avetta, who manages the system on behalf of Port Waratah. Visit Contact Us for details.
Can I fast track an application?
Yes, We offers an escalation procedure.
We 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.
How is our data protected?
Please refer to the privacy policy.
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Welcome to Onsite Customer Portal. This is your first post. Edit or delete it, then start blogging!