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Contractor Management

Manual

Myosh – Your online OSH management system

Custom Contractor Management Manual 20160211 Page i © Copyright 2002 - 2016 NetSight Pty Ltd

© 2017 Netsight All Rights Reserved. No part of this work covered by the publishers copyright maybe reproduced or copied into any form or by any means (graphic, electronic or mechanical, including photocopying, recording, recording taping or information retrieval systems) without the prior written permission of the publisher. Important notice.

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Myosh – Your online OSH management system

Custom Contractor Management Manual 20160211 Page i © Copyright 2002 - 2016 NetSight Pty Ltd

Table of Contents 1. Introduction ................................................................................................................ 1 2. Explanation................................................................................................................. 1 3. Setting up Contractor Management ........................................................................ 1

Maintaining Keywords ................................................................................................. 1 4. Creating a Contractor Document ............................................................................. 2

Creating a Checklist..................................................................................................... 2 Contractor Assessment Required ............................................................................... 4 Checklist Menu ............................................................................................................ 4 All Contractor Companies Menu ................................................................................. 5

5. Contractor Form to be Completed ........................................................................... 5 Contract Employee/Sub-Contract Employee – Individual Details .............................. 8

6. Validating a Contractor ........................................................................................... 10 7. Associated Internal Use Only Components ......................................................... 11

Associated Actions .................................................................................................... 11 Associated Inspection ................................................................................................ 11 Associated Non Conformance ................................................................................... 11 Attachments ............................................................................................................... 11

8. Contractor Management Notifications .................................................................. 12 Initial Notification ........................................................................................................ 12 Approval Notification .................................................................................................. 12 Expiry Notification ...................................................................................................... 12

9. Searching & Displaying Contractor Information ................................................. 12 Contractor Company Information .............................................................................. 12

Search Report ....................................................................................................... 12 All Contractor Companies ..................................................................................... 14

Switching between Contracts Module and Contacts Module ................................... 14 Contractor Contact Information ................................................................................. 15

Search Report ....................................................................................................... 15

Custom Contractor Management V2 Manual 20160211 Page 1 © Copyright 2002 - 2016 NetSight Pty Ltd

1. Introduction The Contractor Management manual focuses on:

Creating a Contractor Company

Completing Contractor Details

Contractor Management Notifications

Searching and Displaying Documents

Contractor Management Keywords

2. Explanation The Contractor Management module is part of the myosh integrated suite. It consists of three databases, Contractor Documents, Contracts (Company) and Contacts (Personnel). Contracts is used to store details of the contracting company. This includes insurances and licence details. Contacts stores details of employees/subcontractors who work for the Contracting Companies. Navigation between the two databases is via a menu link within the Contractor Management module or from the main menu module list.

3. Setting up Contractor Management

Maintaining Keywords

There are two sets of Keywords for this module, they are Contractor Documents and Contractor Management V2. These keywords can only be amended by Administrators. These can be found as shown below: Contractor Management V2

Contractor Company Services and Job Fucntions can be edited to reflect services that may be used within the organisation.

Select the internal Company Contacts who may be used to maintain the Contract Documents.

The creation and editing of the Contractor Company documents is available to Administrator Access Level. Power Users have read only access to the Contractor Management module.


Email content for Contractor Login, Approval and Suspended status notifications can be customised as above.

Footer detail for status notifications may contain company logo and contact information. Contractor Documents

Contractor document keywords can be updated to reflect the specific types of document that are to be stored in the Contractor Documents module.

4. Creating a Contractor Document

Creating a Checklist

The Company section under Admin is used to record different companies using myosh can be recorded in the Contractor Management module.

Select Checklist from the menu panel and select New Record


The Checklist Document will be displayed as below:

Enter Business/Trading Name Select Yes or No to Contractor Assessment (further information below for instructions to follow if Yes is selected) Select the appropriate Contractor Template Select the appropriate Contractor Employee template

Contractor Templates contain questions about the company for example public liability, insurances etc. Contractor Employee Templates contain questions about the Contractor Employee for example compliance and training records. Further information is available separately relating to Template creation.

Select the Select Documents button to attach relelvant documentation.

Any documents that are stored in Contractor Documents are available to attach. Typically this might be policies and procedures for the contractor to follow and adhere to.

Further information about adding Documents to Contractor Documents is available separately.

Select the Contract Coordinator Enter the Email Address for the Contractor Enter a Password for the Contractors Login Enter the password again to Verify the password for the Contractors Login Select Send Login Details to Contractor

Contractor Coordinator names are defined in Keywords by the Administrator.

Once the Select Send Login Details to Contractor has been selected an email will be sent to the Contractor containing information to access.

The Checklist document will now be available in the Checklist menu and show in the All Contractor Companies menu.

Once Send Login Details to Contractor are sent the Contractor will receive an email containing an automated login name. The email also contains a link for the Contractor to login and complete the required information.

The email message that the Contractor receives is editable in Contractor Management V2 Keywords.

The Contractor login is a secure portal of myosh for the Contractor to access their Contract document only.


Contractor Assessment Required

Complete the Consequence Category by selecting the appropriate category on the matrix The Contractor Risk Category will automatically complete dependent upon the consequence chosen.

Select Create Contractor Evaluation

The Contractor Assessment is a tool that can be used to assess the risk of a Contractor being approved to work on site. Dependent upon the consequence category selected a particular Contractor Template may be issued e.g. a high risk may have additional questions in the Contractor Template to complete. This is a suggestion and may not be required.

Complete the Evaluation form fields. Select Submit

The Contractor Evaluation form will be displayed and can be selected to view and edit if required by selecting the hyperlink.

The Contractor Evaluation Form is used for recording Contractor company contact information and details about the scope of works to be undertaken.

Select Send Login Details to Contractor

Checklist Menu


The Checklist document can be opened by selecting anywhere over the required document. Updates to the password or email address of the contractor can be made within Checklists.

All Contractor Companies Menu

All Contractor Companies menu displays all Contractor company documents that have been created.

The Cols button on the menu at the top of the display screen can be customised to display different column headings.

5. Contractor Form to be Completed The Contractor will have access to the Contract document. The form that the Contractor is expected to complete is shown below. The contractor document can be updated either by the contractor or the contract coordinator (internal).


Nature of work/services can be changed in the keywords list

The site(s) that the contract company will be based at should be selected. All Sites can also be selected.


The Contract template will include questions for the Contractor to answer and attach necessary insurance and compliance documents.

Steps to create templates are included in a separate handout.

Select Add Person to complete Contract Employee details.

Steps to complete Add Person are shown in the next section.

Any Associated Documents will be listed for the Contractor to view. Select the document title to open the document. Submitted By will contain the name of the person who has Submitted

Associated Documents are typically terms and conditions, procedures etc. Any relevant documentation for the contractor can be attached.


Internal Use Only is only visible to Contract Coordinators. Contractors are unable to view this section. Admin Comments can be added for any specifics to be noted about the Contract. Select Overall Status. Further information for validation is available in section 6.

Next Review Date can be used if there are annual reviews of contracts Notifications are generated 30 days prior to the Next Review Date being due.

Select Create Action

to add a task.

Select Choose Files to attach any necessary documents.

Contract Employee/Sub-Contract Employee – Individual Details

When selecting Add Person a new window will be displayed, as shown below:

Complete the mandatory fields for the Contractor Name and Job Function

Complete the Employee Specifics section

Select Submit.


The Contractor will enter the details for the contact. Once the contractor selects Submit a form as shown below will be displayed.


The contractor has to read and select the boxes next to the acknowledgements. They must enter their name and contact number followed by Confirm and Continue. An email notification is sent to the Contract Coordinator to advise the form has been submitted for review. The next step is for the Contract Coordinator to review the information that has been supplied from the contractor.

6. Validating a Contractor

Validation Checklist

Review the Contractor document including the Business Details and answers in the Contractor template

Review the Contractor Employees details

Answer the questions under the Internal Use Only section

Add Admin Comments for any specific information to be noted

Select the Overall Status of the Contract

If applicable select a Next Review Date

Select Submit

Once a contract is Approved the contractor will receive an email notifying of the change of status. The contractor can login to the myosh portal however, the contractor is only able to select Add Person to add any additional employees. All other information is read only.

The Contract Coordinator and the contractor will receive an email 30 days prior to the date entered in Next Review Date.

The Contract Coordinator and the Contractor will receive an email 30 days prior to Insurance documents expring.


7. Associated Internal Use Only Components There are Associated Internal Use only components and these are:

Associated Actions

Associated Incidents

Associated Inspections

Associated Non Conformance.

Associated Actions

Actions can be created by selecting the Create Action button. This will open an Action document and will be stored in the Contract document and within the Actions module. In the Contract form there will be a link to the Action. If the Action is opened within the Actions module there will be a link to the Contract document that it is associated with.

Associated Inspection

Inspections can be created by clicking on the Create Inspection button. This will open an Inspection document and will be stored in the Inspection module. In the Contract form there will be a link to the Inspection. If the Inspection is opened within the Inspections module there will be a link to the Contract document it is associated with.

Associated Non Conformance

Non Conformance can be created by clicking on the Create Non Conformance button. This will open a Non Conformance document and will be stored in the Non Conformance module. In the Contract form there will be a link to the Non Conformance. If the Non Conformance is opened within the Non Conformance module there will be a link to the Contract document it is associated with.

Attachments

Attach any relevant documents by clicking on the Choose Files button and selecting the


file from the Explorer window and selecting ok. This will place the file location in the field next to the browse button. Once the Contractor document is submitted the file will be uploaded onto the myosh server.

8. Contractor Management Notifications

Initial Notification

Once the Contractor submits the Contract document, a notification is sent to the Contract Coordinator (company employing the contractor). At this stage, the overall status of the document will be Pending. The status will remain as Pending until the Contract Coordinator reviews and updates the status.

Approval Notification

Once the Contract Coordinator approves the Contractor an email notification is sent to the contractor to advise them they have been approved as a contractor.

Expiry Notification

Expiry Notifications are sent out when the expiry dates added by the Contractor for either their company or personnel licences are about to expire. These notifications are sent to both the Company Contact and to the Contracting Company to the email address specified in the Business Details section of the application. If a Contractor company or personnel licence expires, another notification will be sent to the Company and the Contractor Company contact (internal). The contractor licence for work at the Company will be automatically revoked.

9. Searching & Displaying Contractor Information

Contractor Company Information

A search can be carried out on the Contractor Company information using the Search Report tool. Contractor companies can be filtered using the Overall and User Status filters on the All Contractor Companies menu link.

Search Report

Use the Search Report option, to find contractor information with specific criteria.

Select Search Report from the menu panel

Select New Record from the menu


Select the required Search Criteria options

Search Criteria options allow for specific searches on many different scenarios and help to assess and review contracts in varying scenarios.

Select the required Outputs

Report Outputs can be selected to report on factors that require review. A useful field to include in the report outputs is the Valid Dates as this will display details of when documentation expires.

Template Names can be entered if the report is to be run on a regular basis. The Search Report will be saved along with the selected Search Criteria and Outputs.

Report Output Component Description

Template Name If this is a report that will be run on a regular basis it can be saved as template by entering a name in this field.

Available Fields Fields that are available to be included in the report

Output Fields that will be displayed in the report

Transfer highlighted fields from Available Fields to Output Transfer all fields from Available Fields to Output Transfer highlighted fields from Output to Available Fields Transfer all fields from Output to Available Fields

By highlighting a field and clicking on these buttons it will change the order of the report. Ie Click on up and the field will appear above the one it was below. Click on down and the field will appear below the one it was above.


Enter Template Name

Select the Available fields by clicking on them, for multiple selections hold down the

CTRL key and click on each required field.

Once highlighted select the arrow to move into the Output list.

Change order using the up and down buttons

Select Submit

All Contractor Companies

All Contractor Companies display option, allows all Contractor documents to be displayed. The documents can be sorted using the drop down menu item for User Status and Overall Status. A search of a particular Contractor can be performed using the Search field on the menu at the top of the display pane. Search criteria can match any of the column headings in the main display,

Switching between Contracts Module and Contacts Module

At the bottom of the left hand navigator bar, there is a Switch to menu, as shown below. Select the alternative link to switch back to either Contracts or Contacts module.

Contracts Module menu link displays information relating to the Company. The Contractor Company document listings are available to select, view and edit.

Contacts Module menu link displays information relating to the employee(s) of the company. Filters can be applied to search employee(s) records for particular companies.

Extract to Excel This extracts the report to Excel. The matrix can only be extracted when the Show Dates button is ticked.

Add Footer This adds to the footer of the report the search criteria.


Contractor Contact Information

A search can be carried out on the Contractor Contact information using the Search Report. A search can be carried out on the Contractor Company Individuals information using the Search Report tool. Contractor company individual documents can be filtered using the Contractor, Job Function, Overall and User Status filters on the All Contractor Individuals menu link.

Search Report

Use the Search Report option, to find contractor information with specific criteria.

Select Search Report from the menu panel

Select New Record from the menu

Select the required Search Criteria options

Search Criteria options allow for specific searches on many different scenarios and help to assess and review contracts in varying scenarios.

Select the required Outputs

Report Outputs can be selected to report on factors that require review. A useful field to


include in the report outputs is the Valid Dates as this will display details of when documentation expires.

Template Names can be entered if the report is to be run on a regular basis. The Search Report will be saved along with the selected Search Criteria and Outputs.

Enter Template Name

Select the Available fields by clicking on them, for multiple selections hold down the

CTRL key and click on each required field.

Once highlighted select the arrow to move into the Output list.

Change order using the up and down buttons

Select Submit

Report Output Component Description

Template Name If this is a report that will be run on a regular basis it can be saved as template by entering a name in this field.

Available Fields Fields that are available to be included in the report

Output Fields that will be displayed in the report

Transfer highlighted fields from Available Fields to Output Transfer all fields from Available Fields to Output Transfer highlighted fields from Output to Available Fields Transfer all fields from Output to Available Fields

By highlighting a field and clicking on these buttons it will change the order of the report. Ie Click on up and the field will appear above the one it was below. Click on down and the field will appear below the one it was above.

Extract to Excel This extracts the report to Excel. The matrix can only be extracted when the Show Dates button is ticked.

Add Footer This adds to the footer of the report the search criteria.