www.gfi.be www.gfi.be User Manual - Contractors Contractors Portal Total Created for: Total Date: 23/03/2015 Version: 1.1
1. Document Management Revision history Version Date Object Updated by 1.0 06/02/2015 User Manual 1.1 23/03/2015 User Manual 2
2. Table of contents 1. Document Management... 2 2. Table of contents... 3 3. Introduction... 5 3.1. About Contractor Portal... 5 3.1.1. For contractors:... 5 3.2. About this document... 5 4. Contractors... 6 4.1. Steps to take to get registered + stay registered... 6 4.1.1. If you registered as head contractor... 6 4.1.2. If you registered as subcontractor... 7 4.2. User registration... 7 4.2.1. Register as user... 7 4.2.2. Signing in to Contractors portal... 10 4.2.3. Forgot password... 10 4.2.4. Password expiration... 11 4.3. Manage my company Contractor administrator...12 4.3.1. Register my company as contractor or subcontractor... 12 4.3.2. Edit the information from your company... 16 4.3.3. Upload company documents... 22 4.3.4. Change of risk category... 25 4.3.5. Adding contractor administrator and supervisor... 25 4.3.6. Manage contractor/subcontractor relations... 26 4.4. Manage my employees - Contractor admin and supervisor...29 4.4.1. Add employees... 29 4.4.2. Manage employees... 32 4.4.3. Manage employee documents... 34 4.5. Manage the Core list - Contractor administrator...34 4.5.1. Export employee list... 34 3
4.5.2. Upload core list... 35 4
3. Introduction 3.1. About Contractor Portal Total Contractor Portal is the new registration and management tool for contractors that want to work for total. It is the main entry point for new contractors to present their company, offer their services to Total Belgium, and request for an approval to make sure their employees are allowed to enter the different sites of Total Antwerp. As management tool it will be a big help for new and existing contractors and for Total employees in their daily administration. Documents, employee details and site entrance requests are handled and stored in one central place and makes the follow-up of contractors and people access more transparent. 3.1.1. For contractors: Register their company as a candidate for a collaboration with Total, either on request of Total, either as an own initiative. Manage their documents portfolio towards Total and keep track of their own approval state. Add and manage employees that will provide services to Total, and manage the entrance requests for different sites and working periods. Add and manage sub-contractors for their own company to provide easy access approval for extra employees of preferred sub-contractors. Anticipate the expiration of necessary and legal documents to ensure continuity of employee access to 1 or more of the Total Antwerp sites. 3.2. About this document The purpose of this document is to explain how Total Contractor Portal can be used. It s intended to be a reference guide for contractors. The document provides an overview of the built-in functionalities and features, and explains the approval flow for Contractors and Subcontractors. 5
4. Contractors 4.1. Steps to take to get registered + stay registered 4.1.1. If you registered as head contractor What Company status shown on the screen Steps to take as contractor First registration Candidate Read the documentation on the homepage Register a person as contractor administrator Register the company Total starts the process to start working with your company Pending Waiting for risk evaluation Wait for the process to end You can start uploading documents and enter personnel members Waiting for framework contract Document not uploaded Approved in the future Period not covered Document rejected Document on hold Document pending Waiting for Lev Com approval (*) Upload documents for the company Sign the framework contract and send the paper version of framework contract to Total Enter personnel data and upload personnel documents Wait for the process to end Your company was approved but there is an error state in the company status (**) Document not uploaded Approved in the future Period not covered Document rejected Document on hold Document pending Waiting for Lev Com approval (*) Upload documents for the company (if needed) Wait for the process to end Your company is approved but the personnel member isn t Approved Upload documents for the personnel member Wait for the process to end (*) Only if your risk type is B or C. (**) this might be the case when a document expired, or when you need to upload the core list document or another additional document. 6
4.1.2. If you registered as subcontractor What Company status shown on the screen Steps to take as contractor First registration Candidate Read the documentation on the homepage Register a person as contractor administrator Register the company Total starts the process to start working with your company You can start uploading documents and enter personnel members Pending Waiting for risk evaluation No valid contractor links Document not uploaded Approved in the future Period not covered Document rejected Document on hold Document pending Wait for the process to end Approve the contractor links from your head contractors or get a new link Upload documents for the company Enter personnel data and upload personnel documents Wait for the process to end Your company was approved but there is an error state in the company status (*) No valid contractor links Document not uploaded Approved in the future Period not covered Document rejected Document on hold Document pending Approve the contractor links from your head contractors or get a new link Upload documents for the company (if needed) Wait for the process to end Your company is approved but the personnel member isn t Approved Upload documents for the personnel member Wait for the process to end (*) this might be the case when a document expired, or when you need to upload the core list document or another additional document. 4.2. User registration 4.2.1. Register as user 4.2.1.1. Process Before you can apply as a contractor for Total, you will need to register yourself as a contractor administrator. Click the Register button located on top of the Homepage to open a new administrator form. 7
This will open an empty contractor details screen. When the Save button is clicked and all data is valid, you will be redirected to the next step in the process. This depends on the role you are registering for: Contractor administrator of a new contractor will be redirected to an empty Contractor details screen where he can register the company. Contractor administrators and supervisors for an existing contractor will be redirected to the details screen of their company. If you decide to not yet register your company, you will be asked to do so the next time you sign in to Contractors Portal. 8
4.2.1.2. Elements on the screen Name Mandatory Comment First name Name E-mail address Repeat e-mail address Department Function Phone number Yes Yes Yes Yes Yes Yes No The e-mail address will be validated if the structure corresponds to a valid e-mail address structure This field is to avoid that the e-mail address was entered incorrectly the first time Pick one of the listed departments. If it s not in the list, choose Other, and enter the description of the department in the text box Pick one of the listed functions. If it s not in the list, choose Other, and enter the description of the function in the text box Format: A phone number should start with 00 + country code. Any phone number must contain at least 11 digits, and if the number starts with 0032, it should contain 12 or 13 digits. Cell phone number No Format: A phone number should start with 00 + country code. Any phone number must contain at least 11 digits, and if the number starts with 0032, it should contain 12 or 13 digits. Password Repeat password Captcha Language Save Yes Yes Yes Yes Format: the password should contain at least 8 characters, contain lowercase as well as uppercase letters, at least 1 number and at least 1 special character. This field confirms the password you have entered and makes sure you did not enter a wrong password by mistake the first time You are asked to type the characters in the image. This is to make sure that you are a person filling in the form and not a spam bot. Select your preferred language. This will also be used in all communications sent from Total to the contractor. Clicking the Save button will check whether all fields on the form contain valid data and will save your profile. 9
4.2.2. Signing in to Contractors portal 4.2.2.1. The process On the Welcome page, click the Sign in button on top of the page. You will be redirected to the login page. Enter your e-mail address and your password and click the Sign in button. You will now have access to your contractor details. Attention: the password policy only allows you to try 3 times for every login attempt when using the wrong password. After 3 times your account will be locked for some time and you will only be able to try again later, or to request a reset of your password. 4.2.3. Forgot password 4.2.3.1. The process When you are registered as a user, but you cannot sign in because you forgot your password, you can request a reset of your password. In the login page, click on the link I forgot my password and you will be redirected to the Forgot password screen. Enter your e-mail address that you used to register, and click the I forgot my password button. If the account is not found you will get an error message. You will receive a mail in your mailbox with a link. Clicking this link will redirect you to Contractors portal, and will allow you to specify a new password for your account. 10
4.2.3.2. Elements on the page Name E-mail address New password Confirm new password Reset password button Comment Your e-mail address Format: the password should contain at least 8 characters, contain lowercase as well as uppercase letters, at least 1 number and at least 1 special character. This field confirms the password you have entered and makes sure you did not enter a wrong password by mistake the first time Clicking this button will save the password you have entered as your new password. You will be redirected to the login page. 4.2.4. Password expiration 4.2.4.1. The process When your password has expired you will receive a message and you are redirected to the Change password page. Enter your current password that is expiring Enter a new password and confirm that password It s important to know that you cannot re-use your current password. If you do so, the password will not be changed and you get a warning that prompts you to enter a new password. Click the Change Password button. After changing your password you will get a confirmation message and are redirected to the main page defined for your user role. 11
4.2.4.2. Elements on the page: Name Old password New password Confirm new password Change password button Comment Your current password that is expired Format: the password should contain at least 8 characters, contain lowercase as well as uppercase letters, at least 1 number and at least 1 special character. This field confirms the password you have entered and makes sure you did not enter a wrong password by mistake the first time Clicking this button will save the password you have entered as your new password. You will be redirected to the login page. 4.3. Manage my company Contractor administrator 4.3.1. Register my company as contractor or subcontractor 4.3.1.1. The steps You have the possibility to register as head contractor or as subcontractor. Subcontractors work for a head contractor that delivers services for Total. The #Manage contractor/subcontractor relations section of this document describes how to set up this relationship in the application. The first step to register the company is to register as user (see #Register as user). Next step is to fill in the data from your company in the contractor information section, to select the activities for which you want to apply, to read and accept the admission documents. 12
4.3.1.2. Fill in the contractor information section This section contains general information about your company. Please fill in your company name, the address, the zip code and city and select the country your company is located in. If you have a VAT number, please include it. If you do not have a VAT number, check the I don t have a VAT number checkbox. An additional textbox will be shown in which you need to state the reason why you do not have a VAT number. The NSSO number is an optional field, but needs to be filled in by head contractors. Total purchasing will only validate the NSSO number for a head contractor and not for a subcontractor. The phone number during office hours will be used to contact your company during the office hours. The phone number needs to start with 00 followed by the country code (e.g. 32 for Belgium) and the phone number. 13
Select register as head contractor, if you want to be a head contractor. If you only work as a subcontractor, the checkbox needs to stay unchecked. If you have a website, please enter the URL in the appropriate place. Please motivate your request. 4.3.1.3. Select the activities for which you are applying In the dropdown box next to the add button you can select the activities for which you want to apply. After selecting the activity and pressing the add button, the activity is added to the list. If you accidentally entered the wrong activity, it can be removed by clicking the remove button next to this activity. Please be aware that you cannot remove the activity if only 1 is selected. If you only have 1 activity, please enter the correct activity first before removing the incorrect activity. In a later stage, a Total responsible will approve your company for 1 or more activities. The control in the activity is approved column will be green if the activity is approved. 14
4.3.1.4. Read and accept the admission documents This section contains a list of documents with important information. Please read them carefully and confirm that you accept the content of the documents by checking the checkbox next to I accept the documents listed. 4.3.1.5. Send the request When all the information is added, the request can be sent. Send the request by clicking the send request button. Your registration is confirmed in the lower right corner by a box indicating: Registration succeeded. Your subscription request is now in the waiting list. You will be contacted by Total via email as soon as the occasion to work at Total arises. If information is missing or not correctly filled in, the following message will be shown in the lower right hand corner: If this is the case, please recheck the information you filled in. The error will be shown next to the place where the information is filled in. 15
4.3.2. Edit the information from your company 4.3.2.1. The steps It is possible to change information after registration. You can do this by logging on to the application and going to the Your Company page. Click on the Tab Your Company to go to the company screen. The following section describes the information you can see and edit under certain conditions. 4.3.2.2. Edit contractor section The edit contractor section contains more information in the edit mode than the registration mode. 16
a. Total number, status, registration date and risk type The Total number is a unique number given by Total to your company. It is mostly used for internal purposes. The status indicates the status of your request: 17
Status Pending Rejected On hold Candidate Waiting for risk evaluation Waiting for framework contract No valid contractor links Document not uploaded Document pending Document on hold Period not covered Document rejected Approved Description A new request is sent, no action taken by Total yet Total has rejected VAT or NSSO number Total has put VAT or NSSO number on hold Total has reviewed the request, but did not yet approve VAT and/or NSSO number, or did not yet approve activities Total has approved VAT and/or NSSO number and approved activities Purchasing is still waiting reception of the signed framework contract The subcontractor is registered, and a link has been created, but not yet approved. 1 or more company documents were not yet uploaded 1 or more company documents were uploaded but not yet reviewed 1 or more company documents were put on hold 1 or more company documents are approved but only valid in the future 1 or more company documents are rejected All fields and all documents are approved The registration date shows the date you registered your company. The risk type indicates the risk associated with the work your company will be doing. If your status is pending or waiting for risk evaluation, the risk assessment has not yet taken place and is defaulted to risk type A. b. Name and address Company data like the name and address can be changed if required. 18
c. VAT number and NSSO number Next to the VAT number and the NSSO number the approval control is shown. As long as your VAT number or NSSO number is not validated and approved by Total, it can be changed. The different statuses of the control are: Pending: No decision has been made. Rejected: The number was not approved by Total (you receive a mail when this happens). On hold: The number will be investigated further. Approved: The number was validated and approved. d. Registering as subcontractor or head contractor. As long as you are in the Candidate status, you can change this yourself. If you are a subcontractor and you want afterwards to register as head contractor, you need to contact the purchase department at Total. 4.3.2.3. Activities for which you are applying At any time you can apply for additional activities or remove activities. If you want to be approved for additional activities, please enter the activities. Activities will be approved by Total. Please be aware that if you remove the last approved activity, you can no longer send staff to Total. More information on how to add and remove activities can be found here: Select the activities for which you are applying 4.3.2.4. Core list section More information about the core list section can be found here: 19
The Core list 4.3.2.5. Requested documents This section is only visible after the first approval by Total. The steps to take are described in more details here: #Upload company documents 4.3.2.6. Personnel This section is only visible after the first approval by Total. How to register personnel is described in this section: Manage my employees - Contractor admin and supervisor The export employees functionality is described here: Export employee list 4.3.2.7. Your subcontractor relations This section is only visible after the first approval by Total. How to work with head and subcontractors is described in more detail here: 20
Manage contractor/subcontractor relations 4.3.2.8. Contractor users As a contractor administrator you can add other contractor administrators and supervisors. This is described in more details here: Adding contractor administrator and supervisor 4.3.2.9. Admission documents If you want to read the admission documents again, they can be found in this section. Click on a link to open the document. 4.3.2.10. Saving your changes After making changes to the information, these changes need to be saved. This can be done by clicking the save button at the end of the form. You can also save the changes by clicking the save icon in the secondary navigation that can be found on the left hand side. 21
The information managed by sub screens is saved when the sub screen is closed. 4.3.3. Upload company documents 4.3.3.1. The steps After registration and a first approval by Total, you can upload the necessary company related documents. You can do this by logging on to the application and going to the Your Company page. Click on the Tab Your Company to go to the company screen. Go to the requested documents section. This can be done by scrolling down or by clicking the requested document tab in the secondary navigation. 22
Click on the Upload button in the row with the document name. The upload document screen opens. 4.3.3.2. The upload document screen The content of the upload document screen depend upon the document that needs to be uploaded. The format of the file to upload must be pdf, and the size is limited to 2Mb. The following controls are always visible: Control Select document button Description This button allows you to select a file to upload. This control allows the personnel from Total to approve the document after verification. It shows the current state. The following states are possible: Approval control Pending (nothing selected): the document has not yet been reviewed by the Total staff member Rejected: The document has been rejected by the Total staff member. A mail including the reason has been sent to the contractor admin. The reason can also be found in the document history On hold: The document has been reviewed by the Total staff member but a final decision has not yet been made. Accepted: The Total staff member has reviewed and 23
approved the document. The document name Document history After the document is uploaded, the name of the document is visible under the select file button. This shows a history of the different statuses of the document. The following controls can be visible in your document: Control Valid from Valid until I don t have this document Template Extra field Description Allows you to enter the date the document is valid from Allows you to enter the date the document is valid until Allows you to indicate that you don t have this document + the reason why If Total has a specific template for the document, it can be downloaded here by clicking on the link. Please be aware that after completing the document you need to convert it to a pdf In some cases an extra field needs to be filled in. The label in front of the field will indicate what to enter. After selecting the file (or indicating that you do not have it) the upload button needs to be clicked to upload the document. This screen is also used to display the uploaded documents and their status. 24
4.3.4. Change of risk category If the current risk category of your company is A and it changes to B or C, additional documents will need to be uploaded. The contractor administrators of your company will receive a mail to indicate this. Companies working with B or C risk category need to upload extra personnel documents for all current personnel members. Additional company documents might be asked. The status of your employees can be seen in the personnel section of your company. A more detailed description can be found here: Employee status How to upload documents is described here: Upload documents 4.3.5. Adding contractor administrator and supervisor 4.3.5.1. The difference between a contractor administrator and a supervisor Contractor administrators can edit the company data and the personnel data, supervisors can only edit the personnel data. A difference between these two roles was made to allow people on site to manage the employees they are working with without having access to the data the company provided. 25
A contractor administrator can add other contractor administrators and supervisors. Contractor administrators can edit the supervisor data and their own data. 4.3.5.2. The steps Adding a contractor administrator or a supervisor follows the same steps. Click the invite contractor admin or invite supervisor button. The invite administrator (or invite supervisor) screen opens. Add the email address of the person you want to invite. Select the language for the email (choice between Dutch, French and English). Click the Invite Administrator (or Supervisor) button. The person will get an invitation via email. In the invitation the person is asked to register via a link and after registration he will be automatically added as Contractor Administrator (or Supervisor) 4.3.6. Manage contractor/subcontractor relations A head contractor can invite another company to work as a subcontractor and offer their services to Total. Since the subcontractor is covered by the contractor, there are less documents required for the subcontractor and the approval process will be simplified. Before you can invite a subcontractor, the subcontractor needs to be registered in Contractor Portal and communicate the Total number to the head contractor. 26
Before the relation between a contractor and a head contractor can be approved, the subcontractor needs to be approved by Total. 4.3.6.1. Contractor Invite a subcontractor Step 1 Sign in to Contractor Portal and navigate to Your Company Navigate to the contractor-subcontractor relations. You can click on the the sidebar. icon in 2 Click the Invite subcontractor button to open the invite screen 3 Subcontractor Total number: needs to be communicated by the subcontractor 4 5 Valid from: the date when the subcontractor will start working for the head contractor Valid until: the date when the subcontractor will start working for the head contractor Click the invite subcontractor and a mail will be sent to the subcontractor. In the overview you will see the new request listed, but only with the Total number. The company name will only be visible once the subcontractor approved the invitation and the status is pending. Important: You cannot invite the same company twice, unless the relationship is about to expire or expired, if it has been rejected or if it has been removed. 27
4.3.6.2. As subcontractor When invited by a head contractor, the subcontractor will receive a mail. This is the moment where he can approve the relation with the head contractor. Step 1 Sign in to Contractor Portal and navigate to Your Company Navigate to the contractor-subcontractor relations. You can click on the icon in the sidebar. The invitation is in the list and you have a button to approve the relation. 2 3 Click the Approve as subcontractor button. The status changes and you have now a button to remove the relation between contractor and subcontractor. Use this if you want to end the collaboration. Now you need to wait until Total approved the relation. Once this is done, the status will change to Approved by Total, and the subcontractor can start adding employees to request access to a Total site. 4.3.6.3. Contractor Subcontractor relation statuses Status Pending Approved by subcontractor Approved by Total Rejected Removed Meaning A head contractor sent an invitation to a subcontractor, but the subcontractor did not approve yet. A head contractor sent an invitation to a subcontractor who approved the invitation. Total approved the relationship between the head contractor and the subcontractor. Total rejected the relationship between the head contractor and the subcontractor. Either the head contractor or the subcontractor removed the relationship. 28
Expired The relationship has expired. 4.4. Manage my employees - Contractor admin and supervisor 4.4.1. Add employees 4.4.1.1. General information The following information is required: First name, name and address. Nationality and date of birth. Due to legal reasons employees need to be 18 years or older. Indicate what the main activity of the employee will be by linking the employee to one of the activities for which the company is approved by Total. Phone numbers and the email address are optional. For every employee you need to indicate if he falls under the Dimona or Limosa regulation. This is explained in more detail in the section below. 29
4.4.1.2. Dimona or Limosa Limosa document to be provided in following cases: You are a foreign employer and you want to employ your employees temporarily or partially in Belgium. You are an independent established abroad and you come to work temporarily or partially in Belgium. Dimona document to be provided when you are a Belgian company with employees Depending on the choice you make here, other documents need to be provided. If you change this after uploading the documents, all documents related to the old legislation are removed. 4.4.1.3. Site entrance request The grid shows the different site entrance requests. To add a new site entrance request, please click the add button. The entrance request screen will open: 30
Besides the personal data, you need to indicate when the personnel members will be working on site. You need to indicate the following: The site: TRA TPA TOA Starting date: when will the actual work start? This date needs to be in the future. End date: when will the actual work end? The end date can t be more than 2 years after the start date. If this is the reality, a new site entrance request needs to be made. Date registration at the gate: The personnel member needs to watch safety movies and get a badge at the gate before starting. We recommend the personnel member to do this at a date before the starting date. The date registration at the gate can t be after the starting date. Please indicate also at least one of the following: Who asked for this employee Who from Total is responsible for the employee in the factory Who from your company is responsible for the employee on site 31
!!! Please do not forget to save the your company screen after adding the site entrance request. Please be aware that for entering the Total site the company needs to have been approved and all documents need to be up to date and approved, and all personal documents need to be approved. 4.4.1.4. Upload documents Documents for the employees can be uploaded at two possible moments: when you are adding a new personnel member (after the first step) and when an employee is already created. Click on the upload button to open the document upload screen. Follow the instructions documented here: The upload document screen 4.4.2. Manage employees 4.4.2.1. Employee status a. In short Employee statuses can be seen in the personnel section of your company. The status column shows 3 statuses that are important. Goal is that all of these statuses are green. The first icon represents the status of your company. The second icon represents the status of your personnel member. See below. The third icon represents the status of the exams a personnel member has taken after seeing the safety movies. See The movie statuses b. The employee statuses The employee statuses are all depending on the status of the documents uploaded for a personnel member. The worst document status is displayed. This is a list with the document statuses, from best to worst: 32
Status Approved Approved in the future Period not covered Document pending Document on hold Document rejected Document not uploaded It means All documents have been uploaded and are approved by the responsible of Total. At least 1 document is approved in the future (is approved but is not yet valid) by the Total responsible and there are no documents with a worse status. At least 1 document is not approved in the future (and is currently not approved) by the Total responsible and there are no documents with a worse status. At least 1 document is not yet evaluated by the Total responsible and there are no documents with a worse status. At least 1 document is put on hold by the Total responsible and there are no documents with a worse status. At least 1 document is rejected by the Total responsible and there are no documents with a worse status. At least 1 document is not yet uploaded by the contractor administrator or the supervisor The only status that a contractor administrator or supervisor can change is the document not uploaded status. If your document is rejected, you have the opportunity to upload a new document. The status of this document then changes to pending. c. The movie statuses Before entering the sites, personnel members are invited to see one or more safety movies and answer questions after seeing the movie. The results of most movies are valid for two years. After this period the personnel member is invited again to watch the movie and to answer questions about the movie he just has seen. There are two possible movie statuses. Status Valid Invalid Meaning The personnel member has passed all the exams and the results are valid today. The personnel member has not passed all the exams or the results are no longer valid today. 33
4.4.2.2. Edit employee details: What, who and when All employee data can be updated. After the first document is approved by Total, the first name, name and date of birth can no longer be updated. If you want to change this data, please contact Total. 4.4.2.3. Manage contact information Contact information can be managed in two places. First there is the information you need to provide in the your company screen : Fill in the contractor information section Secondly, you might want to add contact information for certain employees : General information 4.4.3. Manage employee documents 4.4.3.1. Remove documents To remove a document: open the document management screen for the document and select a new document. The old document will be automatically removed. This can only be done for documents that are not yet approved. 4.4.3.2. Extend documents Documents with an until date will expire at the until date. You will get a warning via email a number of days upfront. You can extend the document before it expires by clicking the extend button in the document overview table of your company or the employee document section. You can afterwards upload a new document and fill in the document details. 4.5. Manage the Core list - Contractor administrator 4.5.1. Export employee list The core list uses the list of employees that you entered in the system. Go to the your company screen, to the personnel section and click the export employees button. 34
This will generate an excel in which you can indicate for each personnel member if he needs to be in the core list for a site. The sites checked in the core list section of the your company screen are the ones you need to create the list for. If you have to send in a core list for more than 1 site, this needs to be done in the same document. After completing the excel file you have to save it as a pdf. 4.5.2. Upload core list To upload the core list document (after you saved it as a pdf), go to the requested documents section of your company and upload it via the document management screen. 35