Welcome to the Contractor/Supplier User Guide SAFcomm Pty Ltd PO Box 1105 Eagle Farm QLD 4009 info@safcomm.com.au www.safcomm.com.au
Page 2 NEW USERS - SOME QUICK TIPS... 3 NEW CONTRACTOR/SUPPLIER REGISTRATION... 4 LOGGING IN... 4 REGISTRATION CHECK LIST... 5 NOTE: YOU WILL NOT BE ABLE TO MAKE ANY CHANGES AFTER CLICKING FINAL SUBMIT.... 6 COMPLETED CHECK LIST SCREEN... 6 COMPANY DETAILS... 6 REFERENCES... 7 INSURANCES... 8 MORE INSURANCE... 10 HSE POLICY, PLANS & SYSTEMS... 10 LICENSES & CERTIFICATES, MSDS, ERP S... 12 OCCUPATIONAL HEALTH AND SAFETY HISTORICAL... 13 AVAILABILITY SCHEDULE... 14 UPLOAD SUPPORTING DOCUMENTATION... 14 FINAL CHECK... 15 SYSTEM LOGOUT... 16 EXISTING CONTRACTOR/SUPPLIER... 17 SYSTEM LOGIN... 17 COMPANY DETAILS... 17 REGISTRATIONS AND LICENSES... 18 RESOURCE CENTRE... 19 REQUEST FOR GUEST CLIENT... 19 REPORTS... 20 FEEDBACK... 20 SYSTEM LOGOUT... 20 SYSTEM GENERATED EMAILS... 21
Page 3 New Users - Some Quick Tips To move between the various screens use the Back button at the top or bottom of each screen or if you have entered all the data required use the Save button. Both of these will return you to the Registration Process Checklist page. Do not use your browser back button to navigate between the screens, as SAFcommOL s security encryption will take you out to the log in screen and you will lose any unsaved data. To move around each screen you use the Tab key or your mouse, using Enter will return you to the Registration Process Checklist screen. If a red asterisk appears next to any field on the screen this means either the data entered is in the wrong format or that it is a mandatory field that you have left blank; you will be unable to save until this is rectified. If you try to save a red list will appear at the top of the screen listing the fields that need to be corrected. You can print any of the screens by clicking on the printer icon at the top of the page, this will open a separate window and you can print from there. Due to the system security encryption if a page remains inactive for a sustained period the system will time out and will return you to the Log In screen. If you wish to log out of SAFcommOL click on Sign Out this is located at the top of each screen. DO NOT click on the Final Submit button at the bottom of the Registration Checklist Page until you are satisfied that all details have been completed correctly. Once you have clicked on this button you are unable to change any details apart from the information recorded on the Company Details Page, the Availability Schedule, the Inductions section and the Licenses page. If you discover errors after clicking on Final Submit you will need to contact SAFcomm administration to have the changes made. You will not be able to make any changes after clicking Final Submit. It is important to supply all mandatory supporting documentation as detailed in the Document Checklist sent out with your registration pack; not sending information can delay the verification process. You may also send any other documentation that you believe appropriate this will also be loaded onto the system and accessible by your client.
Page 4 New Contractor/Supplier Registration Logging In On entering the website the user will need to login using the contractor ID number as the user name and assigning your own 10 digit and character password. Login to SAFcommOL via our website www.safcomm.com.au 1. Click on New Contractor on the System Login icon to access the Login and Password Screen 2. Enter your User Name and Password and click Sign In NOTE: Password must be 10 characters long and is Case Sensitive
Page 5 In the event that the password has been misplaced, please use the Forgot Password feature which is located at the bottom of the sign in page. The user name and the primary contact s email address must be known for this feature to work correctly. Due to security reasons only the primary contact on the account can be sent the log in details. Registration Check List This page lists all the forms that you need to complete, for the purposes of this guide all possible forms are listed. You will also have access to the SAFcomm Resource Centre from here. However when you log in you will only see the forms that are applicable to you and your risk ranking, and these are the only ones you will need to complete. Click here to Final Submit your information
Page 6 These additional functions will be NOTE: You will not be able covered to make in any the changes Existing Users after section clicking of this Final Submit. guide. Completed Check List Screen As you can see the status of the Company Registration form has changed to Completed and the colour has changed to green. This will happen for each form as you work through the list. Company Details Please complete this form in full as the majority of fields are mandatory and you will be unable to save unless these fields are completed.
Page 7 Once you have completed the form click on the Save button and this will return you to the Registration Check List screen i.e. the list of forms for your completion. Once you have clicked on the Save button a system generated email will be sent to your contact person, this will contain your SAFcomm Tax Invoice for your first years annual fee. NOTE: SAFcomm s registration fee is payable annually. If you need to stop at anytime during the completion of a page you can click on the Back button which, will also return you to the check list page, however all data entered will be lost if you do not click on Save first. References While you may have a strong existing relationship with your client this is an opportunity to highlight your overall business strength by providing details of other major clients or large projects that you have been involved with.
Page 8 Insurances The 4 insurance types listed on this page are mandatory and must be completed. It is also possible that due to the service you supply your client may require specific additional insurances these can be listed on the next screen (More Insurance Page). You may also list any other insurance policies that you hold on that screen if necessary. Please ensure that all contact details for your insurance brokers are completed as lack of information may delay the verification process.
Page 9 Where supporting documentation is required a reminder list appears at the bottom of the screen. Supporting documentation can be forwarded either as hard copy scanned and emailed or uploaded directly to your registration. Your documentation is uploaded onto your registration for viewing by yourself and your nominated clients.
Page 10 More Insurance Your client may have specified particular additional insurances that they require you to have, if so they must be listed on this page. You may have additional insurances that you choose to list here also, however if this is not the case this page can be left blank. HSE Policy, Plans & Systems Please complete as much information as possible on all of the Occupational Health and Safety pages. Your client will be able to access these details through a variety of reports and the more information you provide them with the better they are able to judge your suitability for future projects or contracts.
Page 11 HSE Personnel, Meetings Inspections HSE Reporting/Investigation Accident/Incident Reporting and Investigation
Page 12 Licenses & Certificates, MSDS, ERP s In the Registrations and Licences section you can list all Registrations, Licences and Certificates held by your company. These must be listed individually and you must click on Add Another Certificate after each one before pressing save
Page 13 NOTE: that on all Occupational Health and Safety screens there is a reminder list to prompt you to send the relevant supporting documentation. Your client will have access to all this documentation through our web portal, and the supporting OH&S information you supply will assist them in assessing your suitability for future projects and contracts. Occupational Health and Safety Historical Occupational Health & Safety Training
Page 14 The Employee Induction section enables you to list all employee inductions especially for specific sites particularly those relevant to the client who has requested your compliance through SAFcomm. Availability Schedule NOTE: In this section you can list your future projects. Upload Supporting Documentation Your supporting documentation can either be sent to SAFcomm for uploading or you can upload the documentation yourself by using the document upload feature within SAFcommOL. The document must be PDF document and the size is limited to 1MB.
Page 15 3. Click on the Proceed button 2. Enter the number of documents 4. Browse to locate the documents you are uploading 1. Select the section you want your documents linked to 5. Click on Upload to load the documents A list of your uploaded documents will be displayed here Final Check Note: Payment must be made before the Final Submit button will be activated. After you have completed all screens we suggest that you TRIPLE CHECK the data entry prior to clicking on Final Submit, as once you have done this you will only be able to make changes to the Company Registration Screen, the Availability Schedule, the Inductions section and the Licenses Section. After you have clicked on Final Submit a further warning screen will appear which allows you to cancel if you wish. REMEMBER AFTER FINAL SUBMIT YOU CANNOT MAKE ANY CHANGES.
Page 16 System Logout You may log out of the System from any screen remember that if you have made any changes that you must click on Save to retain them. At the top of every screen is a Sign Out button click on this to exit. SAFcommOL Colour Stop Light Definitions Contractor has commenced registration process and is: 1. Waiting on client approval 2. Has not completed all registration requirements Contractor has meet client requirements and has been approved and all insurance is current. Contractor is not compliant with client requirements; 1. Key insurance requirements have not been met or have expired. 2. Client has flagged not compliant due non conformance issue. 3. Contractor has not satisfied client request and needs to provide more details. 4. Contractor has failed to register in the timeframe established by the client e.g. + 50 days from date of first register. Contractor has not supplied critical documents e.g. client critical documents and release forms Contractors Key insurance policy are due to expire
Page 17 Existing Contractor/Supplier System Login As an existing contractor/supplier you can view your details and supporting documentation at any time by simply going to the SAFcomm website. www.safcomm.com.au Company Details This is the one of the limited parts of the system that you can edit after you final submit. You can change any of the details on this page; contact person, postal address, phone numbers etc. When you make a change you must click save. This button appears at the bottom of the screen. You must click on this to retain the changes. Availability Schedule This is another area where you can make changes. You may amend your availability for projects that your client may be about to undertake or show your availability for your clients future projects.
Page 18 Registrations and Licenses This is another section where you can keep your own records up to date. In this section you can record all of your company s certifications. Document Upload You can load additional documents at any time to your SAFcommOL registration. Remembering that the documents must be in PDF format and the size limited to 1MB. You can use this facility to provide us with any new documents your company may issue or to submit any renewal documentation such as new insurance certificates or licences.
Page 19 Resource Centre Your contractor/supplier logon also allows you to view the SAFcomm Resource Centre. The Resource Centre has information that you will find very useful, such as Occupational Health and Safety forms and templates that you can tailor to your own companies needs. Request for Guest Client Another service you can access as a SAFcomm registered contractor/supplier is the Guest Client feature. Clicking on the Guest Client option will open an email form; simply complete all the requested information. SAFcomm will create a temporary logon for your client which will be emailed to them. By registering a Guest Client you are enabling them to view all of your compliance data. A Guest Client has up to 7 days to view your information. The Guest Client function allows you to give your customers & potential customers access to all the information you would normally need to provide for new tenders etc.
Page 20 Reports The Reports section allows you to manage your Insurance Renewals, Licenses and Registrations. You can run a report which will display all your upcoming renewals or all your current expired items. Feedback SAFcomm has a strong commitment to continual improvement and as such your feedback is very important. If you have any comments or suggestions about any aspect of our service or the online system please complete a feedback request. System Logout You may log out of the System from any screen remember that if you have made any changes that you must click on Save to retain them.
Page 21 System Generated Emails The system will generate reminder emails based on expiry dates of licences and insurances plus compliance status updates, if you have any queries please contact SAFcomm Pty Ltd on info@safcomm.com.au. Please email updated information to: Please mail updated information to: info@safcomm.com.au SAFcomm Pty Ltd PO Box 1105 Eagle Farm QLD 4009 NOTE: All emails must have your contractor/supplier ID in the subject line and all hard copy mail must have your contractor/supplier ID clearly visible. This assists us in ensuring that your information is updated as quickly as possible.