The fast and efficient, online solution to manage all of your projects pre-induction Health & Safety forms, filing and archiving

Transcription

1 The fast and efficient, online solution to manage all of your projects pre-induction Health & Safety forms, filing and archiving Paperless online system Operatives complete the H&S forms before they attend your site induction Improved productivity

2 2 of 15 SUPPLIERS & SUBCONTRACTORS SHOULD GO TO PAGE 11 N.B. If you wish to manage all of your operatives booking-in process you will need an individual address for each of them e.g. INTRODUCTION After many years in the construction industry we thought that there must be a better way of speeding up the pre-induction form filling process. So much time is spent by so many people, filling in forms on site, before the induction can even begin. So we have created an online 'booking-in' platform to speed up the site H&S induction process. Our system allows a main contractor to set up a project very quickly and very cheaply ( 199/ project) with no long term contracts. The next steps are simple:- The Main Contractor s site team:- Complete a basic registration form Set the induction times and dates as many each day as you require us your H&S pre-induction forms and we will upload them Fix the number of attendees to suit the size of the induction room Upload the company logo to match the company QA documents Upload the Site rules and a Location map (drag & drop) Then invite all of the suppliers/subcontractors to join the system (A template letter is available that usually forms part of their order) Your Subcontractors/suppliers then:- Complete the generic employees 1 information Enters their operatives CSCS details and qualifications NOTE: ECS cards are not verifiable so hard copies will be required Upload the approved Risk Assessments & Method Statements (RAMS) They invite their employees to book an Induction The site operatives then:- Complete their Health questionnaire (stored in a secure cloud) 1 (or 2nd tier subcontractors)

3 3 of 15 Complete their personal H&S information Read and agree to abide by the Site Rules and their job specific RAMS They scan and upload their qualifications Then they book their site induction For the Main Contractor: BENEFITS The inductees have had their CSCS registrations checked in advance NOTE: ECS cards are not verifiable so hard copies will be required All of the pre-induction forms are completed before they arrive on site The Site map may explain where the nearest transport hub is located, the site entrance, the location of the canteen and welfare facilities, etc. The site rules and safety forms are available in multiple languages to assist non-english speaking workers to understand the information. On the day of the induction all of the attendees are checked-in online by your manager and given a cumulative induction reference number. This allows your managers to start the inductions minutes after checking-in the attendees - as everything has been pre-checked, copied and filed. The site team are ed an attendee register 24hrs before the induction so that they know exactly how many people are arriving each day, usefully the register has a photograph of each operative as a visual verification. Each attendee has to sign the register to say they have understood the induction. On a 12 month project this could save hundreds of hours of form filling, copying, filing and costly archiving of boxes of hard copy files. At any time your team are able to download every individual s comprehensive (hard copy) record. The cost for each project is just excellent value when you compare it with the huge savings in management time and the other benefits. For the Supplier Their men can get to work much faster, improving productivity The site location information is clear and precise Much of the generic information is transferable to other projects

4 4 of 15 Benefits for the operatives / employees:- The essential H&S forms are available in multiple languages Forms can be completed using a tablet, PC or mobile phone. They receive a reminder text and the day before the induction Their employer uploads the RAMS and the generic information They select the best induction date & time to suit them They are not sitting around for hours waiting to read their RAMS, site rules and complete several hard copy H&S forms. With preinduction.com each employee will attend your professional and essential site induction and can then get straight to work. HOW TO GET STARTED MAIN CONTRACTOR Complete the online form and you will be invoiced for the cost of 199 which covers your project for an entire year. Send us a copy of all of the H&S forms for us to upload onto the system, if there are any additional fields you need, just let us know and we will tailor every form to suit your company's specific SHE & business needs. Send your forms to info@preinduction.com or call us on if you need to discuss the next steps. Then upload a LOCATION MAP (PDF) of the project showing as much information as possible e.g:- o Local transport hubs, o Pedestrian access points o Delivery gates o Local parking facilities o Induction venue o The more detailed information the better

5 5 of 15 HOW TO GET STARTED (contd) [ FOR A DETAILED USERS GUIDE - SEE PAGES 7 & 11 ] Upload your company Logo so the forms match your Company QA system. Then upload a copy of the SITE RULES - you simply copy and paste a Word document into the appropriate box and it will be available to all of the site operatives in multiple languages. Select three Managers on your project where you want the Preinduction information (The Registration document) CC'd to. (Three Managers in order of priority - to cover holidays and sickness, also you can revise the list if there are any changes to your team) NOTE WITH CARE: To access the Project dashboard in the future your team will need to know your address and the project Password so please take note and advise your team of the Password & address The entire process should take less than 15 minutes and will last 12 months, unless the site rules or map needs updating. THEN ADVISE YOUR SUBCONTRACTORS Then advise your subcontractors that your team intend to use this preinduction system and send them their suppliers Code number. The optimum time is when they are awarded their contracts. (There is a Template Letter available if required) SET THE TIMES & DATES OF THE INDUCTIONS Your team pre-set the Induction times each day in advance, blocking out any days of the week that you do not wish to carry out inductions OR add additional times in a day if you expect an increase in labour resource during a particular period. Similar to an Airport check-in the Site Inductions need to be booked 48hrs in advance. Also if the site venue is restricted to a maximum numbers of people that your team can process each day, then you can pre-set the number of attendees. The overspill will be automatically pushed into the next available Induction slot. If any of the attendees fail to arrive within 30 minutes of the agreed time they will have to re-book a time AND their employers are sent an advising them of the failed Induction.

6 6 of 15 SUPPLIERS UPLOAD THEIR RAMS - ONLINE Your supply chain will upload their approved RAMS online 3 days before the induction dates. (It is important that RAMS are processed swiftly as their employees/operatives cannot book their inductions until it has been uploaded) Each employee will have to read and agree to abide by the RAMS which will be available in multiple languages. SIT BACK AND RELAX Your subcontractors will then start the pre-induction form filling process. in their time not yours, including their Health Questionnaires, CSCS confirmation, Safety Qualifications & Certification, etc., everything that your teams need to start the Induction. PRINT OFF THE SIGNATURE LIST Your team will receive a 'CHECK-IN' 24hrs before each Induction, advising them of the number of people who will be attending the next induction; including their names, CSCS numbers, photos, etc., then simply 'Check' them in using your mobile phone or PC (within 30 minutes of the agreed time). If anyone fails to arrive, within a maximum of 30 minutes of the agreed time, they and their employer will have receive an /text telling them that they have failed to attend and they will need to re-book an appointment. Carry out the induction as normal...then your team will ask each operative to sign the relevant box in the register - that they have understood the site risks etc. (This is the only section that is not paperless) No more time consuming site copying, filing and wasteful archiving. Everything is kept on a secure Cloud for a decade AND your team will have access to all of the records at a touch of a button.

7 7 of 15 OTHER POSSIBLE MAIN CONTRACTOR INPUTS The only other items that your team may have to deal with is if any of the operatives have a medical issue; this will be flagged up in the 'CHECK-IN' your managers receive, so that any specific Health or Medical issues can be dealt with on-site as normal. The SITE RULES or the LOCATION MAP may need revising during the project, as the works evolve. Any issues please contact our helpline IT IS THAT SIMPLE MAIN CONTRACTOR'S - DETAILED USERS GUIDE Before you start you will need the following information available:. Have a 'Word doc' copy of the SITE RULES so that you can simply copy and paste the list into the appropriate box...and it will be available to all of the site operatives in multiple languages. (There is a Template available if required) Then you upload a LOCATION MAP (PDF) of the project showing as much information as possible e.g:- o Local transport hubs, o Pedestrian access points o Delivery gates o Local parking facilities o Induction venue o Etc., So that every operative that books an Induction, will have a good understanding of the project. Select three Managers on your project where you want the Induction register to be ed each day- (Three Managers in order of priority - to cover holidays and sickness, also you can revise the list if there are any changes to your team). They will need to know the Main contacts address and project password

8 8 of 15 The next steps are: 1. Please register your company online by going to and press the Green button that says Companies Register Here 2. This will take you to a registration page where you press the left hand button that says 'Register as a Main Contractor' 3. Complete the registration document and remember the project Password 4. Upload the Site Rules and Location Map The Site Rules - simply cut& paste from a Word doc. The Location Map must be a PDF document 5. Once registered you will be issued a six digit 'Project Reference Number' this number will need to be passed onto the suppliers to allow them to register on your project.

9 9 of 15 SET THE TIMES & DATES OF THE INDUCTIONS 6. Your team pre-set the Induction times each day in advance, blocking out any days of the week that you do not wish to carry out inductions. Simply click on the day you wish to have an induction OR add additional times in a day if you expect an increase in labour resource during a particular period. Or repeat the Induction each day or for the entire week or month. If the site venue is restricted to a maximum numbers of people, your team can pre-set the number of attendees. The overspill will be automatically pushed into the next available Induction slot. If you want to repeat the Induction time each working day then press Recurring and it will continue to repeat to your convenience

10 10 of 15 If you want to Delete an Induction you simply Edit the date and it will send a Text to all those attendees it affects 8. As above if you wish to edit an existing date or delete a date as it is not convenient for the project then simply press the Edit button 9. Operatives must book their Site Inductions 48hrs in advance, so your team know exactly how many people will be arriving each day. Therefore it is important that your Suppliers upload ALL of their relevant RAMS at least 3 days (72 hrs) before the actual induction. 10. If any of the attendees fail to arrive within 30 minutes of the agreed time they will have to rebook a time AND their employers are sent an advising them of the failed Induction. 11. Next ADVISE YOUR SUBCONTRACTORS that your team intend to use this pre-induction system on this and future contracts. The optimum time to inform them is when they are awarded their contracts. (There is a Template Letter available if required) 12. If there is a need an accident and you wish to print off an Operators records (e.g. an accident simply log-on as a Registered Customer using your password and address and press VIEW OPERATORS which is located on the top bar above the calendar and touch on the name of the person and all of their information can be printed or copied. SIT BACK AND RELAX Your subcontractors will then start the pre-induction form filling process. in their time not yours, including their Health Questionnaires, CSCS confirmation, Safety Qualifications & Certification, etc., everything that your teams need to start the Induction. CSCS cards will be checked with the CITB to ensure they are valid. NOTE: ECS cards are not verifiable so hard copies will be required. The entire process should take less than 15 minutes 2 2 Unless the site rules change

11 11 of 15 PRINT OFF THE SIGNATURE LIST Your team will receive a 'CHECK-IN' registration 24hrs before each Induction it will have four columns Name, CSCS number, Photograph of the Operative and a column in case they have flagged up any Health Issues. The will advise them of the number of people who will be attending the next induction; your team simply 'Check' them in using your mobile phone or PC (within 30 minutes of the agreed time). If anyone fails to arrive within 30 minutes of the agreed time, they and their employer will have receive an /text telling them that they have failed to attend and they will need to re-book an appointment. Carry out the induction as normal...then your team will print off the 'CHECK-IN' registration and ask each operative to sign the relevant box that states that they have understood the Induction etc. This is the only section that is not paperless No more time consuming site copying, filing and wasteful archiving. Everything is kept on a secure Cloud for a decade AND your team will have access to all of the records at a touch of a button. OTHER POSSIBLE MAIN CONTRACTOR INPUTS The only other items that your team may have to deal with is if any of the operatives have a medical issue; this will be flagged up in the 'CHECK-IN' your managers receive, so that any specific Health or Medical issues can be dealt with on-site as normal. If the SITE RULES or the LOCATION MAP need revising Any issues please contact our helpline. DETAILED SUPPLIERS USERS GUIDE Before you start you will need the following information available for each employee: PDF copy of all the various Approved RAMS (Health and Safety, Risk Assessment & Method Statement), this has to be approved by the main contractor 72 hour BEFORE any induction can take place. Once the RAMS are uploaded, the requisite ones can be dragged and dropped as required Name, Address, address, nationality, (age if under 18) and trade/occupation. PDF copy of both sides of their CSCS card - it must be valid as it will be checked against the CITB register PDF copy of their qualifications, including if they have been trained for IPAF, PASMA, CPCS, Confined spaces, First Aid, SMSTS, SSSTS, NVQ, Etc. All of the above information should be part of your company's obligatory H&S checks. Copies of all plant operators information, must also be uploaded. It is your company's legal duty under the H&SW Act 1974 to ensure the above items are current and relevant. -3 Days: Supplier uploads Approved RAMS & qualifications -2 Days: Operatives book their induction -1 Days: Site team receive an attendee register INDUCTION DAY Operatives checked-in (+/- 15 mins):

12 12 of 15 The next steps are: 13. Please register your company online by going to and press the Green button that says Companies Register Here 14. This will take you to a registration page where you press the right hand button that says Register as a Subcontractor / Supplier There is a Help button if you need information 15. Enter the 6 digit suppliers Project Reference Code that the Main contractor has issued to you.

13 13 of Complete you company registration details and take a note of your password 17. Complete 40% of the information for your operatives' details such as CSCS card number, qualifications, etc., which should only take a few minutes / operative SMITH SMITH PLEASE NOTE: MANY CARDS HAVE A ZERO TO START AND SOME HAVE A SUFFIX NUMBER AT THE END...IF YOU HAVE ANY RECOGNITION PROBLEMS TRY AGAIN WITHOUT THE FIRST ZERO AND WITHOUT THE / SUFFIX NUMBER Registration No THIS IS SOMETIMES DUE TO VARYING SOFTWARE RECOGNITION TOOLS 18. Then upload all of the various specific Main Contractor Approved RAMS (PDF), three days or 72 hour BEFORE they arrive for their induction, this is important and helps to speed the entire process.

14 14 of 15 DROP YOUR PDF DOCUMENT HERE IF YOU NEED A TEMPLATE RAMS DROP YOUR QUALIFICATIONS HERE (PDF) DROP A COPY OF THE CSCS HERE (PDF) CONTINUE ADDING EMPLOYEES OR SAVE ALL AND GO TO THE NEXT STEP 19. If there are more than one RAMS (e.g. Forklift driver, Banksman, etc., or if the methodology changes) then please number each document with a specific reference number, as this will help you to select from a range of your RAMS when completing each form. Each employee has to read and agree to work to their relevant, job specific RAMS. WARNING: You must select the appropriate RAMS from the list by Clicking on the specific reference number even if there is just one RAMS uploaded 20. Once completed you will be issued a unique OPERATIVES Reference Code; please advise your operatives to 'Book' their site induction online 48hrs before attending the site induction using your unique company Code. 21. You can then Save all and next step - If you need to add more employees later you simply press the 'Existing Customers' button and use your and password - then add more employees. MOST OF THE ABOVE INFORMATION CAN BE TRANSFERRED TO OTHER PROJECTS

15 15 of The operatives will then press the blue EMPLOYEES BOOK YOUR INDUCTION HERE button and enter your company's OPERATIVES 6 digit code. 23. They then select the language they prefer and complete the Health Questionnaire and Personal induction information, which will be stored on a secure cloud. 24. Note: This system checks that every CSCS card is valid, any expired or counterfeit cards will not allow the Operative to attend the induction. Also their photo will be part of the Main Contractors registration document as a visual verification. 25. M&E Companies Note: ECS cards are NOT verifiable online until late 2018, so if you receive a NOT VALID CARD notice, simply UPLOAD a photocopy of both sides of the card into the CSCS drag & drop box and tick the confirmation box below. I confirm that this card is an ECS (or a Industry specialised registered card) and has been verified by my company as current and valid - tick box 26. PLEASE NOTE: Operatives must take their ESC cards to the induction presentation with them 27. Your employees will have access to a site location map, showing the nearest public transport links, any parking facilities, etc. 28. They must read and agree to comply with your company's project specific safety Risk Assessment & Method Statement and they must read and agree to the Site Rules (available in multiple languages). 29. They then select the date they wish to be inducted - a reminder text and will be sent to them 30. Then they log off. 31. If they happen to work for another supplier on the same project they will have to deal with the RAMS manually. Ditto if their health status or qualifications change that will have to be managed separately 32. If you return to the Supplier dashboard you will see which operatives have booked their inductions, also the number of places taken and available on each day. Important: All operatives must arrive on time, if they are not electronically checked-in within 15 minutes of the Booked induction time, they will be refused entry and will have to re-book a new induction date, which could take another 2-3 days to organise. The number of inductees are limited by the size of the venue so please ensure the approved RAMS are organised well in advance.