SinoONE. Learning Needs Management. SinoONE Platform Users

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1 SinoONE Learning Needs Management SinoONE Platform Users Document : DRXXXXX Revision :.0 Rev Date: //08

2 Learning Needs Management: SinoONE Platform Single Sign On: To access the SinoONE Platform Homepage you will need to go the CPM intranet page and select the SinoONE launch icon on the far right. Remote access to SinoONE is available through CITRIX logins only. Contractor Access: For users who are not employees, you can access SinoONE from the password login portal available at this URL : mpany=citicpacifp&loginmethod=pwd The Username is the users address and the user will be able to set the password upon receiveing the notificiation of activation for their account. Action Search: Depending on the type of role based permission you have you will be able to search for information on all users by entering any part of their name. You will be able to see a photo, a role and the users full name. 6 ToDo tifications: By clicking on the small tick or the bell in the top right you will see all current notifications and actions required to be completed Show Me by clicking on the small play button you will be able to see a video on the requirements of the page that the user is currently on. Each videos is unique to that page. Show Me Video is available from every unique page within SinoONE and the user just needs to on the play icon to watch 7

3 The User Record: Managing and Creating Contractors User data for employees all comes from the SAP HR data that is managed by CPM HR and transferred on a daily overnight update into SinoONE. These users are automatically created in the SinoONE Platform and the Learning Module when they are employed. For an employee to login in to SinoONE they use what is known as Single Sign On (SSO) which is available from the CPM intranet. Contractors will be logging into SinoONE using what is known as Password Access where they need their and a password to log in. Contractors however need to be created in the SinoONE Platform as/when required and this is a task that will be undertaken by the SinoONE team. There are three ways to describe a contractor in SinoONE. They are either: Active: Already hold an active account in SinoONE and have an active profile in the OTR/VIX mobilisation system Inactive: The user has account in SinoONE with learning history and has been marked by admin as no longer requiring an account. A users account will deactivated automatically when their Travel Account in VIX s has been closed. New: A contractor who is about to start work with CPM and does not have a record in SinoONE but may have learning history in INX intuition. To create a new contractor user in SinoONE you will be required to complete the Contractor Creation Template which is available from the SinoONE Learning Homepage found here. To create a contractor you will need to populate all of the fields marked with an asterisk (* user submission will be rejected without this). Please note the following information required for some of these fields Start Date*: This is the date that you expect the user to be on site. Previously worked for CPM*: This field will provide the SinoONE team with the required information to action the account, i.e. activate, deactivate etc. Employee ID: This should be entered if known. Last Name*: This is the user s last name as shown on their passport or drivers licence. This is required for identification purposes when checking in for flights. First Name (Legal)*: This is the user s first name as shown on their passport. This is required for identification purposes when checking in for flights. First Name Preferred: This is the name that a person is known by and can be edited by the user at a later time if not entered. Gender*: this is based on the description from the user s passport. Address: This is the users personal address that will have their account details sent to. The user cannot change this once their account is created as it is also their username. Only an admin can change an address and when they do they MUST also change the username otherwise the user won t be able to logon. Date of Birth*: This is used to help identify users in the legacy learning system. Address*: This is critical as it will be used to send the user their account details

4 The User Record: Managing and Creating Contractors (cont..) Principal Contracting Company*: This is the company that holds the contract with CITIC Pacific Mining and is usually the one who is paid for work undertaken. The selection of this field allows the Admin of the Principal Contracting Company to be able to see users in the system. Subcontractors should choose the Principal Contracting Company they are working for. Name of Employer (SAMS)*: This is the actual name of the company a contractor works for and can be the same as the Principal Contracting Company. If you contracting company is not listed here you will need to contact your business area champion to have it added to the list in the template. If your company name is not listed you will need to contact the travel team to have it added in SAMS. Drivers Licence: This needs to be added if a user intends to drive on site Australian Citizen or Permanent Resident*: This must be completed so the relevant checks can be made of a user s rights to work in Australia by CPM HR Business Area*: This is the location on site that the person will be working in and should be provided by the CPM Area Administrator. Department (SAMS Mobilisation): This is the area that the travel team uses within SAMS and should be provided by the CPM Area Administrator. Organisation*: This is the CPM business organisation that is based on the business area that you have selected. If the contractor is being mobilised for short periods then this fields should be left as the default CPM Contractors Unassigned Position Title*: if the contractor is going to be in a generic role then select General Contractor. If they are sitting in a position which is also held by a CPM employee then select the title of that role from the descriptions tab on the Contractor Creation Template. This cannot be changed once an account is created, if you need to change this you can either submit an updated Contractor Creation Template or by a CPM Employee ing the SinoONE Team. Location*: Select this from the available dropdowns which is the users physical work location. Manager/Supervisor*: This field will enable visibility of the user by other in the systems and will also be required if the business area wants to create an Organisational Structure for the contractor and their company. This field should be supplied by the CPM Area Administrator responsible for the contractor being mobilised. Site Contact Name*: This is the CPM person who is responsible for the mobilisation of the contractor and is used as a point of contact. Cost Code*: this must be supplied by the business area mobilising the user so that costs for travel and accommodation can be assigned correctly. It must be updated when moving a contractor from one business area to another Next of KIN: This needs to be entered by either the contracting company admin or by the user after their account is created.

5 The User Record: Managing and Creating Contractors (cont..) Emergency Mobilisation Authorisation: If the contractor is being mobilised under the provisions of an Emergency then the name of the GM or Director Approving this must be entered here. Cost Code: This is related to travel and accommodation and will need to be provided by the CPM area mobilising the contractors. Electrical Worker Induction: select this field if the worker will be carrying out electrical work on site Fit Test: Select this if the user has a requirement for a fit test that is not part of the normal work requirements Safety Advisor: if the contractor coming to site as a Safety Advisor note it here so the CPM Administrator can advise the H&S Department Business Area*: Select the area the contractor will be working in as this will drive the correct inductions. If they are working across multiple business areas then you will be required to assign the additional area specific inductions once the users account has been created. You can also ask the user to search the catalog and self-assign. Org Unit: When SinoONE is first launched all contractors will be in the Org Unit CPM Contractors Unassigned. You will need to place contractors into CPM Org Units if there is a Business Area need. Line Manager*: The line manager is the user that the contractor reports to and allows the line manager to see information about the user in SinoONE and in their learning requirements. The line manager may change as the user progresses through different stages of on boarding. It may start out as the contracting company admin, then progress to the CPM site admin when mobilising to site and then finally to the user who will supervise them on a daily basis. A contractor can also report to another contractor from another company if need be but it is important to know that a Line Manager has the ability to see a user s information and learning history. Pre-Mobilisation Training: In this field you are able to choose if the contractor being mobilised is required to undertake an area specific induction, Safety Representative, a Fit Test or Electrical Workers Induction. By answering these questions you will automatically drive the assignment of that training Working Rights: CITIC Pacific Mining is obliged to make sure that all worker and visitors on site have the appropriate working rights for Australia or is an Australian or New Zealand Permanent Resident. If a contractor is not the holder of an Australian Passport or Australian Residency they will need to provide their Passport Number, Passport Expiry Date and Country of issue so that a Visa Entitlement Verification Online (VEVO) check can be made. NOTE: With the implementation of SinoONE there are only going to be three worker types, Employees, Contractors and Visitors. The way workers are mobilise may change depending on the type of work they are carrying out, i.e. shut down work vs general maintenance.

6 The Admin User: Admin Tools Depending on the access level provided by the systems admin a user may be able to see a number of System Administration Tools. From the user homepage click on the Admin Centre tile or by click on Admin Centre on the drop home menu Admin Centre: On the admin centre popup click on See All which will then provide the user with the tools Menu Manage Users: This will take the user to the manage users section of the Administration Centre. Refer to Manage Users Sections below Reset Users Passwords: Select this option if you wish to reset a user or users password Employee Export: This will take the user to the export user page. This will permit to export of all contractor users in the system to an excel spreadsheet so that it can be used to help manage user information. Both active and inactive users can be exported. This should be used where large amounts of user data need to be changed in the system at once. The SinoONE Team will be able to assist in loading this information back into SinoONE. 6 Export Extended User Information: This is similar to the employee export but contains additional user information such as working in designated area Is the user conducting electrical work etc and should be used in consultation the Training SinoONE administrator if required. 6

7 The Admin User: Creating Groups There will be times when a user may want to manage a group of people outside of the available system fields. An example of this might be a group of users for a Shut Down or Specific Task. To create a group follow these steps From the user menu on the top right select the drop down and Options From the user options page select groups Click on the symbol 6 Give the group a name in the Group Name field and then created a People Pool by selecting the criteria for the group you wish to create. Once you have selected to pool of people click on the update button in the group membership field to see all of the users in the group Save the Group: Click on Finish and this will save the group for your use in other fields. 6

8 The User Record: Searching for and Reactivating a User Depending on the access level provided by the systems admin a user may be able to activate and deactivate existing contractor users in the system. From the user homepage click on the Admin Centre tile or by click on Admin Centre on the drop home menu From the tools menu type manage and select the manage users option (next time you will be able to select this from the recent menu) Manage User Menu- Type in the name of the user you wish to search for and then click enter. If you want to see inactive users deselect the Show Active users only check box. Double click on the user you wish to review Depending on your Permissions you will be able to edit the fields for the user. If you need to reactive a user change the Active radio button. NOTE:You must update all of the user fields.

9 The User Record: After Account Created Once a user has been created they will automatically receive a notification advising them that their account has been created. The admin making the request will also have the user creation confirmed. The user will then need to click on the link to set their password and setup a security question. Once this has been completed they will be able to sign into their account from the login page. When logging in the user will need to save the URL for their account. They can click on the link or enter this URL ny=citicpacifp&loginmethod=pwd If the user should ever forget their login credentials they can obtain these by clicking on the question mark of the login screen where they will be asked to answer their security question before having the details back to them. As long as a user knows their address they will be able to retrieve their password.

10 The User Record: SinoONE Homepage Depending on the permissions set by the administrator for the user they will first be taken to their SinoONE Homepage as seen above. They will then need to compelete their profile if items are missing and then complete any assigned training from the ToDo list. ToDo List: The user needs to go to the ToDo list where they can see the training and actions they need to take prior to mobilisation. If they click on the courses tile all of the links to the elearning courses they require will appear. My Profile: They will also need to finish their profile by adding a photo so that a site access card can be created. They can do this by clicking on their My Profile tile. Attachments: A user should also attach any qualifications, licences or certificates to their Profile as directed by the CPM Site contact who is mobilising them.

11 The User Record: Managing Users Depending on the permissions set by the system admin an administor may edit some or all of the user data fields for people within their permission group. My Team: If a user is a Line Manager for others users then they will have a tile on their home page called ManageMyTeam from there the user can quickly see who reports to them and their training status. In the learning environment they will also be able to see a more detailed view of the training requirements. A view of the organisational chart will also be available. My Info: Users can see all of their profile information by clicking on the MyProfile Tile. This is the user data that would have been entered when a user was created. Employee Profile: Once you have searched for and selected a user you can see all for the information that pertains to them and if the correct Role Based Permission is held edit certain data for the user. If required you can add certificates, licences and qualifications as attachments to the user profile. Training Status: Once in the employee profile you are able to review the Curricula Status and the Learning History. Curricula is what a user must have as complete to be able to travel to site or operate particular equipment. For mobilisation to site every user must have a completion status of completed for the Cape Preston Essentials Curricula before travel is booked.

12 The User Record: Managing Users (cont) Depending on the permissions set by the system admin an administor may edit some or all of the user data fields for people within their permission group. Photos: Before being mobilised to site contractors must have a photo that meets the site access requirements. i.e. photo of the head and shoulders on a white background without hats or sunglasses. As an admin you can reiview the photo of a user and if necessary delete the photo from the profile. To access the photo, search for the user in the smart search field and then click on the user in question. This will take you to the users profile. Edit Profile Picture: From this menu you can delete or add a photo for the user. If you ever discover a photo that is not appropriate you must delete if from the profile. This will then enable a message to the user to update their profile and add a new pitcture. Employee Profile: Click on the header menu on the far right of the users profile and select Edit User Profile Picture Mandatory Training for Mobilisation of employees and contractor

13 The User Record: Mobilisation for New or Existing Contractor SinoONE - Mobilisation Process for New Contractor User Mobilisation Phase Fit Test Vendor Fit Test Conducted Fit Test recorded in SinoONE with Size and Type of Respirator Contractor Learning account accessed Need For Fit Test Complete Assigned Training Travel to site Contracting Company Business Area Mobilising Send contractor to complete Training with link Is the Contractor a HSE advisor Obtain copy of Contractors CV and send to H&S Contracting Company books and pays for Fit Test and provides vendor the USER ID user has a SinoONE account Reactivate & Update the SinoONE account Requirement to mobilise contractor SinoONE USER upload template populated Checks that area specific training is complete & photo added to profile Is the Contractor a HSE advisor Obtain copy of Contractors CV and send to H&S Submit OTR Collect Site Access Card before contractors arrive & collect from village or Airport Travel & Site Access SAMS Account Created Travel Rejected USER is on DNR list Curricula complete for Cape Preston Essentials Travel and Accomm Confirmed Training System tification sent to end user to set password and complete training SinoONEUSER ID data sent to TSA and requester USER Data Loaded to SinoONE User data correct USER Data Verified Additional Training Requirements

14 The User Record: Contractor Creation Process Map SinoONE - Mobilisation Process for Shutdown Contractor User Mobilisation Phase Fit Test Vendor Fit Test Conducted Fit Test recorded in SinoONE with Size and Type of Respirator Contractor Learning account accessed Need For Fit Test Complete Assigned Training Travel to site Contracting Company Business Area Mobilising Send contractor to complete Training with link Is the Contractor a HSE advisor Obtain copy of Contractors CV and send to H&S Contracting Company books and pays for Fit Test and provides vendor the USER ID user has a SinoONE account Reactivate & Update the SinoONE account Requirement to mobilise contractor SinoONE USER upload template populated Checks that area specific training is complete & photo added to profile Is the Contractor a HSE advisor Obtain copy of Contractors CV and send to H&S Contractor Creation Template Collect Site Access Card before contractors arrive & collect from village or Airport Travel & Site Access SAMS Account Created Travel Rejected USER is on DNR list Curricula complete for Cape Preston Essentials Travel and Accomm Confirmed Training System tification sent to end user to set password and complete training SinoONEUSER ID data sent to TSA and requester USER Data Loaded to SinoONE User data correct USER Data Verified Additional Training Requirements

15 The User Record: Mobilising a Contractor with Emergency Approval SinoONE - Mobilisation Process for Contractor - Emergency Mobilisation Phase Site Hygiene Site Hygiene approves completion of fit test on Site and schedules the training Fit Test Conducted Fit Test recorded in SinoONE with Size and Type of Respirator Contractor Learning account accessed Completes Assigned Training Need For Fit Test Travel to site Business Area Mobilising Send contractor to complete Training with link SinoONE USER upload template populated Reactivate & Update the SinoONE account user has a SinoONE account Business Area Director or GM approves mobilisation without Training Account Requirement to mobilise Emergency Contractor Checks that area specific training is complete & photo added to profile Submit OTR Advise Security of Emergency Contractor Approval.. Collect Site Access Card before contractors arrive & collect from village or Airport Travel & Site Access Travel Rejected USER is on DNR list Curricula complete for Cape Preston Essentials Is there approval to bypass training Travel and Accomm Confirmed Training System tification sent to end user to set password and complete training SinoONEUSER ID data sent to TSA and requester USER Data Loaded to SinoONE User data correct USER Data Verified Additional Training Requirements