Conveniently and efficiently create and manage your Job Specific requirements including critical documentation required for legal appointments. These positions can be assigned to your own Employees as well as your Service Provider’s Employees.
1) Create and Manage Requirements
Note: It is advised to set up your position requirements before you create your positions, however if you choose to create your positions first, it will not affect the functionality in any way.
Navigate to the positions and requirements module on your dashboard.
Select Manage Requirements
Select the add button to add a requirement.
Fill in the requirement name and description first.
Select your requirement type from the dropdown selection available. Each type requires different actions. (Explained below)
Select a Legal Appointment you have already created form the secondary drop-down menu. Ethe Employee will be required to upload the Appointment Requirements.
Selection based on authorizations created, the secondary drop-down menu will populate from the authorizations tab in the Employees safety profile.
If a checklist is selected this will require an additional dropdown for you to select the applicable checklist specific to your company to be completed as a requirement. (Refer to the Checklist Manager user guide for more details).
Company Category Required learning:
Mark e-learning courses that need to be completed for Employees linked so a specific company categories.
Select a pre-existing competency from the secondary drop-down menu. This will be populated from the relevant competencies uploaded against the Employee’s safety profile.
This will require the Employees to complete a Crim Screening test. This will then need to be uploaded as a normal uploaded document and validated.
If a custom form is selected, this will require an additional dropdown for you to select the applicable custom-built form specific to your company. (Refer to the Form Manager user guide for more details).
This will require the Employees to upload a supporting document stating that they declare that the applicable declaration is understood, and the requirement is met.
Employees will be required to upload their Professional Registrations in this selection, to ensure that their License to practice their Profession is made viewable to their organization and to any organization that the individual is linked to.
Select the document required from the Employees Demographics tab. This will be populated from the relevant ID document uploaded against the Employee’s safety profile.
Select a pre-existing grouped competency from the secondary drop-down menu. This will be populated from the relevant competencies uploaded against the Employee’s safety profile.
Select a pre-existing grouped qualification from the secondary drop-down menu. This will be populated from the relevant qualifications uploaded against the Employee’s safety profile.
Populated from the resellers training records.
This requirement will be populated from the most recent medical uploaded against the Employees safety profile, based on the Clinic selected from the secondary drop down menu.
Select a pre-existing operating license from the secondary drop-down menu. This will be populated from the relevant licenses uploaded against the Employee’s safety profile.
A secondary menu will appear to allow you to select a program you have already created. The Employee will be required to complete this Online Program from their Individual profile.
If an individual has a position linked to them that has online training assigned to it, the system will automatically send them an e-learning shared email requesting them to complete their training.
Alternatively, the individual can complete their training while logged into the system. View the position requirement allocated to their profile and select the plus button that displays next to the requirement.
The e-learning program will automatically open for them to capture their ID and complete the course.
Select a pre-existing OREPS from the secondary drop-down menu. This will be populated from the relevant OREPS uploaded against the Employee’s safety profile.
Link an existing position to another one for and employee to adhere to both requirements. E.g: A receptionist may be the office first aider as well for a set period so that position will need to be assigned to that individual too.
Select pre-existing PPE from the secondary drop-down menu. This will be populated from the required PPE items associated to the position.
Select pre-existing PTO’s from the secondary drop-down menu. This will be populated from the Employees PTO safety profile.
Select a pre-existing qualification from the secondary drop-down menu. This will be populated from the relevant qualifications uploaded against the Employee’s safety profile.
The Employee will be required to upload a PDF format document.
There is an option to add a Template to this requirement to allow the Employee to download the template to either complete and upload or it can be a template to guide them as to what is required for the upload.
From the Employee’s profile, click the download icon to open the template which will allow you to view, save or print the document
Following the details of the position requirement, you do have the option to link multiple requirements into a “grouped requirement”
At the field “Requirement Link” use the drop-down selection available to choose which requirement can be considered similar or the same as the current requirement when being completed by the employee.
This means that when the employee completes either one of the requirements, both requirements will be considered as completed because they are grouped into one “package”.
Should the requirement need to have hazards linked to it, use the dropdown selection to indicate the associated hazard/s linked to the position requirement.
If you have multiple divisions / business units you will be required to select which business unit (BU), that you need to link this requirement to using the dropdown selection available.
Note: You can link the requirement to all business units or to specific multiple / single business units.
Using the dropdown selection, select yes or no if this requirement is mandatory to the employee.
Note: If you select “No” to this requirement being a Mandatory Requirement, the Service Provider will have the ability to mark this requirement as not applicable when they start to submit their proof of requirements.
Use the tick box available to set a completion frequency on this requirement.
Note: If you set a frequency to this requirement, it will automatically appear on the “to do list” of the individual / company that has this requirement assigned to them or their employees.
Use the tick box available to use this requirement in recruitment manager.
This will mean that the applicants that are applying for the vacancies through recruitment manager will need the mentioned position requirement as an indicator that they are competent in the position available.
If this position requirement requires a review, select yes or no as applicable.
Note: If you select “yes” to the requirement needing to be reviewed, you will be required to select a user group to review the position requirement.
Once you have completed all the requirement fields, select the save button.
Your requirement will now be added to your list of requirements available.
If you need to edit the requirement, highlight the item that you would like to edit by clicking on the requirement name and select edit.
Once you have edited the details, select update.
If you need to delete the requirement, highlight the item that you would like to delete by clicking on the requirement name and select the delete button.
Note: To tell if the item is correctly selected, the line item will display in a light grey color so that you can be assured that you are selecting the correct item.
1.a) Adding PPE as a position requirement
Navigate to the PPE menu on your dashboard.
Select Create Standard PPE if this is a standard PPE requirement, otherwise you may add this as an adhoc PPE item. (Refer to the PPE user guide for more details on how to create and manage your PPE).
To add PPE as a position requirement, navigate to Positions and Requirements on your dashboard
Select Manage Requirements.
Select the add button
Fill in the details as mentioned in point one (1).
When you reach the “Requirement Type” dropdown selection, you will be required to select PPE as the type.
Continue with the required details to add the requirement and assign the applicable position to the PPE requirement. (This will be explained in point 3 below).
When viewing the individuals Position requirements, the listed PPE item will make up part of the listed of position requirements.
Note: The status of the requirement will remain as “Not Completed” until the point where that PPE item is issued to the individual. Once the individual has been issued with that PPE item, the position requirements status will change to “Completed.” (Refer to the PPE user guide for more information on how to issue PPE to an individual).
2) Create and Manage Positions
Select Manage Positions
2.1) Add a single Position.
Select the add button to create your position.
Use the dropdown to mention if this is a primary position or an additional (secondary) position.
Fill in the available fields.
Once you have completed the applicable fields, select save.
Your position will now be added to your list of positions available.
If you need to edit the position, highlight the item that you would like to edit by clicking on the position name and select edit.
Once you have edited the details, select save.
If you need to delete the position, highlight the item that you would like to delete by clicking on the position name and select
2.2) Add Bulk Positions
Select the “Add Bulk Position” button.
download the excel template to complete.
Once the template has been completed, select the dropdown where the positions need to be applied.
Once selected, drag, and drop the file or upload the completed template into Passport.
Select the Process the bulk upload button once the template has been imported.
Once successfully processed your Positions will be available to assign requirements to.
Note: Only Administrators and Client users with the Super User role will be able to use this functionality.
3) Add Positions to Requirements
Once you have finished with your Position requirements and have completed creating your Positions, you can now add your position to the requirements.
Navigate back to Manage Requirements, search for the requirement type.
Select the view button that displays next to the requirement.
The list of created positions will display in the grid on the left and to move a position into the requirement, simply highlight the position and select the arrow button, so that that it can be added to the position requirement.
All the positions that are added to that requirement type will display in the grid on the right.
When you are complete, select "Done"
You will be returned to the previous page.
4) Create OREPS
Create and manage your Occupation Risk Exposure profiles. The can be assigned to a position via the requirement type selection. This will make it available to your Service Provider to take with them for their medical review.
Select the OREP button to create your OREPS.
Select the add button and fill in all the required fields.
Once you have completed the required fields, select the save button.
Your position will now be added to your list of positions available.
If you need to edit the OREP, highlight the item that you would like to edit by clicking on the OREP name and select edit.
Once you have edited the details, select update.
If you need to delete the OREP, highlight the item that you would like to delete by clicking on the OREP name and select delete.
To view the OREP you have just created, select the view PDF button, whereby the pdf document will show on your screen. You can print the document from that screen display if you require a copy.
Note: All OREPS created will pull in for selection when you add it as a Position requirement type.
To manage your position notifications, select the notifications button.
Use the toggle switch to enable position notifications.
Select with user group need to receive a notification when a position requirement is uploaded and when you are complete, select update.
6) Approve Position Documents
When a Service Provider submits a position requirement for review. The selected user group will be advised of the upload via email.
Navigate to the Approve Documents button.
The persons ID number and full name will be displayed along with the requirement type that they have uploaded.
Select the view button that displays next to the individual.
When the document opens, you can now approve or reject the submission by selecting the applicable button.
7) Mandating Position Assignment
In certain instances, some Corporate Clients require that every Contractor / Service Provider Employee have a position assigned to them once they link to one of their Projects.
If this is a requirement for the site, their system administrators will have to “turn on” the setting before this function will take place.
7.1) Corporate Client to force the action to collect position assignment
Navigate to the settings menu on your dashboard.
Navigate to Business Units and select manage.
Note: If the organization has multiple business units / divisions, it is important for the system administrator to ensure that they are on the home division (division zero).
Click on the applicable division and select edit.
Ensure that the “Force Position Assignment on linked projects” button is ticked.
When you are complete, select save.
You will receive a notification that the division has been updated.
7.2) Service Provider to assign a position to an employee when you are prompted to
When you click on the People Manager menu item or if you view your People Manager item within the selected Project in Project Compliance, you will be prompted to complete the action.
Note: If you try to close the pop-up window it will not allow you to perform any action other than assigning the position to the respective individual that is linked to the project. You will receive a pop-up message advising you that the action needs to be completed.
Click on the view button.
Another pop-up window will appear whereby you will see which employee/s need to be assigned a position.
Click on the plus button that displays next to the employee.
Use the dropdown selection available to select the applicable Client Company and the Position.
Select the save button once the position has been assigned.
Once all employees that are linked to the respective client projects have been assigned a position the grid display will indicate that this requirement is completed.