How to Monitor a Site with SiteBook

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Reginald Roberts
6 years ago
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Overview This user guide describes how to monitor the Work Health and Safety (WHS) status of subcontractors and workers on work sites using SiteBook. The following topics are covered: 1.

1 Overview This user guide describes how to monitor the Work Health and Safety (WHS) status of subcontractors and workers on work sites using SiteBook. The following topics are covered: 1. Monitoring Subcontractor WHS Compliance status 2. Reviewing a SWMS 3. Monitoring Workers - Induction status 4. Sighting White Cards & High Risk Work Licences 5. High Risk Work Licences 6. Assigning Contractors to a Site 1. Monitoring Subcontractor WHS Compliance (Pre-Start Check List) Navigation: Main Menu Sites Project List Monitor Monitor Site Name Display the Monitor subcontractors Page. Click on the site name to display the Site Page with notice board and navigation buttons. Monitor Subcontrators Page A list of subcontractors assigned to the site is displayed. This is your main Monitoring page Check List Status will indicate the following: A green tick indicates that the subcontractor has completed their Pre-Start Check List. A red exclamation means that the subcontractor has not completed their Pre-Start Check List. Revised on 18/1/2017 Page 1

2 Docs: 1 Wkrs: 3 Ordrs: 1 PQual: 0 Indicates that the Contractor has supplied 1 document (SWMS). Click to view the Documents provided. Indicates that the Contractor has assigned 3 Workers to the Job. Click to view the List of Workers assigned to the Site. The Contractor has 1 Work Order. Click to see the details. Green = Accepted, Red = Not Accepted The Contractor has zero outstanding prequalification items. Click to review the pre-qual items Send a Pre-Start Check List to the Contractor now. 2. What to Look for All Contractors should have a green tick in the CheckList Status column. If there is a red exclamation in the Status then click on the icon to view the warning messages. White background OK. Click to view documents. Red indicates an issue. Click for details. Yellow indicates a document review is required. Click to review the document (See below: Reviewing a SWMS) White background OK. Click for details. Red indicates an issue. Click for details. 3. Reviewing a SWMS The site supervisor should review the SWMS to ensure they are suitable for the work performed, then flag the documents as reviewed, or reject the document. Navigation: Monitor Docs:2 View Flag as Reviewed Reject Open the document and to review. Click after you have reviewed the document and it is OK. Click to enter a reject reason, and the Contractor. Revised on 18/1/2017 Page 2

3 4. Monitoring Workers (Personnel) How to Monitor a Site with SiteBook SiteBook provides a facility to check the Induction Status of the workers on a work Site. The Site Manager can: Check that workers have completed an online induction, where they provide their details including Cards & Licences, then are given Site Safety information. Check workers have a white card (for construction Sites) Check workers have Licences for high risk Work performed. Navigation: Monitor Subcontractors Personnel (from the page pictured above) or Navigation: Main Menu Sites Work Site Name Select a work Site by clicking on the Site Name. Press the Monitor Workers Button. The Status and messages will indicate the following: Induction Complete and Cards Sighted by Site Manager. Yellow tick = Induction for this site not complete (but has completed an induction ) Attention Required. Either: Workers cards require sighting no induction or details on record (within 2 years) Expired Card or Licence No White Card Manual Induction. Site Manager has recorded a Manual induction and overridden SiteBook checks. Manual Induction button is on the Induct Page. Cards & Report Induct Now Remove Display the Worker s details including Cards & Tickets, and send an Induction request to the worker. Display a report on the Induction Status of the Worker. Perform an induction for the worker now, on your device, or to flag the worker as having done a manual induction. Remove the person from the Work Site List, if they will not be attending the Site. Revised on 18/1/2017 Page 3

4 5. Sight Cards & Tickets SiteBook provides a facility for Site Manager to Sight white cards and other qualifications provided. A Card only needs to be sighted once, by any Site Manager within your company. To record a card as Sighted in SiteBook: Click on the Cards & to view the Workers details. The Cards tab is at the bottom of the page Click on Flag as Sighted in Cards table (see picture below). 6. High Risk Work Licences Workers must be Licenced to perform High Risk Work, and the Site Manager must sight and record details of Licences. These details must be kept for 1 year. When you sight a worker s Cards, ask if they are performing any High Risk Construction work on your work site, and if so then ask to see their Licence for that work. Check the details are recorded correctly in SiteBook, then press on Flag as Sighted. A Licence to Perform High Risk Work is required for the following kinds of work: Crane and hoist operation Dogging and rigging work Forklift operation Pressure equipment operation Scaffolding work Note: Qualifications issued between 1 January 2002 and 31 December 2004 must be converted before 1 September Revised on 18/1/2017 Page 4

7. Assigning a Subcontractor to a Site How to Monitor a Site with SiteBook When the subcontractor is not listed on the Monitor page, you can assign the subcontractor to the site.

5 7. Assigning a Subcontractor to a Site How to Monitor a Site with SiteBook When the subcontractor is not listed on the Monitor page, you can assign the subcontractor to the site. Search for the contractor by name, and if they are not in SiteBook, then Add New Subcontractor at the bottom of the list. Navigation: Monitor Add / Remove Contractors (tab at top of page) Select Send Remove Add New Subcontractor A tick indicates that the subcontractor is already assigned to the site Select the subcontractor to add them to the site. Send the Pre-Start Check List . Remove the subcontractor from the site. NOTE: this will remove all records of Documents, workers, and inductions for the subcontractor. If the subcontractor is not in the list, then press to display the add subcontractor page. 8. Menu Bar (in Monitor Mode) Back Arrow Monitor Select /Add Subcontractors Subcontractors Return to the Site List page. Displays the list of subcontractor assigned to the site, along with their WHS status. Displays a list of subcontractors in SiteBook, allowing you to sect and assign a subcontractor to the site, or remove a subcontractor from the site Send the subcontractors an requesting that they complete their Revised on 18/1/2017 Page 5

6 Personnel Site Page Update Project WHS Status process (i.e. supply SWMS, SDS, & Workers names) View all personnel assigned to the Site. Return to the main Site Page with the notice board and navigation buttons. Switch to Update Mode where the details of the project can be updated. Revised on 18/1/2017 Page 6

1 To complete the Ingenia Contractor Registration Process, please follow the outlined steps.

1 To complete the Ingenia Contractor Registration Process, please follow the outlined steps. Contractor Company Registration 1. To complete the Ingenia Contractor Registration Process, please follow the outlined steps. Upon receiving the below email from an Ingenia representative, click on the